Human Capital Management Implementation

Project Sign-Off

Wells Fargo - Banking Services

Tuesday May 31 2016

(c) 2016 Board of Regents of the University System of Georgia All Rights Reserved

DRAFT

Table of Contents1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DIGRM PROVIDING ldquoTHE BIG PICTURErdquo

PURPOSE A Presents key modules processes and interfaces B Highlights points of integration input and output of system data C Highlights outstanding decisions related to the design

development configuration and implementation processes PRIMARY USERS Steering Committee Practitioners ITS SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS

PURPOSE A Defines scope of the core implementation based on the related business process and practitioner community

B Serves as a ldquocommon denominatorrdquo for design development testing and training documentation

PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams ndash Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A Confirms touchpoints and ldquohand-offsrdquo within a business process B Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY

PURPOSE A Presents changes to business policies and procedures resulting from the implementation

B Serves as the basis for the communication plan ldquodelta trainingrdquo and other change management initiatives

PRIMARY USERS Steering Committee Process Owners Communications Team Training Teams

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY

PURPOSE A Outlines issues which impact design development project scope and go-live dates

i

DRAFT

Table of ContentsB Presents potential solutions and documents the approach

recommended by the project team C Serves as the basis for issue discussion and resolution D Tracks the status of items transitioned to HR Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee ITS SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE

PRIMARY USERS

A Lists major tasks within a business process and denotes the task practitioner

B Serves as the basis for defining the scope of user acceptance testing and practitioner training

C Links major tasks and business processes to security roles and user groups (SSC ITS Institution USO etc)

D Defines the audience for communication initiatives E Serves as the basis for user acceptance testing Practitioners Communication Team Training Team Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A Defines scope of the implementation based on the related business process

B Serves as a ldquocommon denominatorrdquo for design development testing and training documentation

PRIMARY USERS Steering Committee Implementation Teams Auditors amp Practitioners

ii

DRAFT

Table of Contents8-HCM ReportsInterfacesConversionEnhancements (ldquoRICErdquo) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A Identifies custom tables pages interfaces and other objects required to fulfill approved business requirements for each related business process

B Serves as a ldquocommon denominatorrdquo between the requirements gathering and designdevelopment efforts

C Groups different types of modification elements (tables pages etc) for ease of migration

PRIMARY USERS Implementation Teams ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION

PURPOSE A Presents an integrated view of the requirements gathering and designdevelopment efforts

B Associates custom development with an approved business requirement [NOTE This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required]

PRIMARY USERS Implementation Teams Practitioners ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY POLICIES AND PROCEDURES

PURPOSE A Identifies user groups impacts by future state functionality B Serves as the basis for pre- and post-go-live communication C Serves as the basis for ldquodeltardquo training

PRIMARY USERS Communication Team Training Team Practitioners

iii

DRAFT

Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B Serves as the basis for employee and manager self-service training deliverables

C Identifies affected user groups by security role PRIMARY USERS Training Team Practitioners

APPENDIX ndash Job Aids

iv

DRAFT

Wells Fargo Data Flow Inputs and Outputs

Outstanding Decisions 1 W‐2 Printing Services

Positive Pay Process

Wells Fargo Commercial Electronic Office

(CEO) Payment Manager

Print Services (Paychecks and W-2)

ACH File Process

Electronic Funds Transfer

Positive Pay (Accounts Payable)

ACH (Accounts Payable)

Positive Pay (Payroll)

ACH (Payroll)

Stop Payment (Payroll)

Check Print (Payroll)

W‐2 Print (Payroll)

Bank Statement

Positive Pay Exceptions

DRAFT

HCM Business Process Listing HCM-003-BPR

Wells Fargo - Banking Services Process Name Track Only

MM101 - Money Movement Payroll Funding Cash No

MM102 - Money Movement Paycard No

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No

WF002 - ACH Returns (Direct Deposit Rejects) No

WF003 - Check and ACH (Direct Deposit) Reversal Processing No

WF004 - Escheatment (State Dated Check) Processing No

WF101 - Monitor Positive Pay Exception Reports (9800P) No

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) No

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Process Listing HCM-003-BPR

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

Table of Contents1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DIGRM PROVIDING ldquoTHE BIG PICTURErdquo

PURPOSE A Presents key modules processes and interfaces B Highlights points of integration input and output of system data C Highlights outstanding decisions related to the design

development configuration and implementation processes PRIMARY USERS Steering Committee Practitioners ITS SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS

PURPOSE A Defines scope of the core implementation based on the related business process and practitioner community

B Serves as a ldquocommon denominatorrdquo for design development testing and training documentation

PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams ndash Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A Confirms touchpoints and ldquohand-offsrdquo within a business process B Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY

PURPOSE A Presents changes to business policies and procedures resulting from the implementation

B Serves as the basis for the communication plan ldquodelta trainingrdquo and other change management initiatives

PRIMARY USERS Steering Committee Process Owners Communications Team Training Teams

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY

PURPOSE A Outlines issues which impact design development project scope and go-live dates

i

DRAFT

Table of ContentsB Presents potential solutions and documents the approach

recommended by the project team C Serves as the basis for issue discussion and resolution D Tracks the status of items transitioned to HR Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee ITS SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE

PRIMARY USERS

A Lists major tasks within a business process and denotes the task practitioner

B Serves as the basis for defining the scope of user acceptance testing and practitioner training

C Links major tasks and business processes to security roles and user groups (SSC ITS Institution USO etc)

D Defines the audience for communication initiatives E Serves as the basis for user acceptance testing Practitioners Communication Team Training Team Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A Defines scope of the implementation based on the related business process

B Serves as a ldquocommon denominatorrdquo for design development testing and training documentation

PRIMARY USERS Steering Committee Implementation Teams Auditors amp Practitioners

ii

DRAFT

Table of Contents8-HCM ReportsInterfacesConversionEnhancements (ldquoRICErdquo) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A Identifies custom tables pages interfaces and other objects required to fulfill approved business requirements for each related business process

B Serves as a ldquocommon denominatorrdquo between the requirements gathering and designdevelopment efforts

C Groups different types of modification elements (tables pages etc) for ease of migration

PRIMARY USERS Implementation Teams ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION

PURPOSE A Presents an integrated view of the requirements gathering and designdevelopment efforts

B Associates custom development with an approved business requirement [NOTE This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required]

PRIMARY USERS Implementation Teams Practitioners ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY POLICIES AND PROCEDURES

PURPOSE A Identifies user groups impacts by future state functionality B Serves as the basis for pre- and post-go-live communication C Serves as the basis for ldquodeltardquo training

PRIMARY USERS Communication Team Training Team Practitioners

iii

DRAFT

Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B Serves as the basis for employee and manager self-service training deliverables

C Identifies affected user groups by security role PRIMARY USERS Training Team Practitioners

APPENDIX ndash Job Aids

iv

DRAFT

Wells Fargo Data Flow Inputs and Outputs

Outstanding Decisions 1 W‐2 Printing Services

Positive Pay Process

Wells Fargo Commercial Electronic Office

(CEO) Payment Manager

Print Services (Paychecks and W-2)

ACH File Process

Electronic Funds Transfer

Positive Pay (Accounts Payable)

ACH (Accounts Payable)

Positive Pay (Payroll)

ACH (Payroll)

Stop Payment (Payroll)

Check Print (Payroll)

W‐2 Print (Payroll)

Bank Statement

Positive Pay Exceptions

DRAFT

HCM Business Process Listing HCM-003-BPR

Wells Fargo - Banking Services Process Name Track Only

MM101 - Money Movement Payroll Funding Cash No

MM102 - Money Movement Paycard No

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No

WF002 - ACH Returns (Direct Deposit Rejects) No

WF003 - Check and ACH (Direct Deposit) Reversal Processing No

WF004 - Escheatment (State Dated Check) Processing No

WF101 - Monitor Positive Pay Exception Reports (9800P) No

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) No

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Process Listing HCM-003-BPR

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

Table of ContentsB Presents potential solutions and documents the approach

recommended by the project team C Serves as the basis for issue discussion and resolution D Tracks the status of items transitioned to HR Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee ITS SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE

PRIMARY USERS

A Lists major tasks within a business process and denotes the task practitioner

B Serves as the basis for defining the scope of user acceptance testing and practitioner training

C Links major tasks and business processes to security roles and user groups (SSC ITS Institution USO etc)

D Defines the audience for communication initiatives E Serves as the basis for user acceptance testing Practitioners Communication Team Training Team Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A Defines scope of the implementation based on the related business process

B Serves as a ldquocommon denominatorrdquo for design development testing and training documentation

PRIMARY USERS Steering Committee Implementation Teams Auditors amp Practitioners

ii

DRAFT

Table of Contents8-HCM ReportsInterfacesConversionEnhancements (ldquoRICErdquo) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A Identifies custom tables pages interfaces and other objects required to fulfill approved business requirements for each related business process

B Serves as a ldquocommon denominatorrdquo between the requirements gathering and designdevelopment efforts

C Groups different types of modification elements (tables pages etc) for ease of migration

PRIMARY USERS Implementation Teams ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION

PURPOSE A Presents an integrated view of the requirements gathering and designdevelopment efforts

B Associates custom development with an approved business requirement [NOTE This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required]

PRIMARY USERS Implementation Teams Practitioners ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY POLICIES AND PROCEDURES

PURPOSE A Identifies user groups impacts by future state functionality B Serves as the basis for pre- and post-go-live communication C Serves as the basis for ldquodeltardquo training

PRIMARY USERS Communication Team Training Team Practitioners

iii

DRAFT

Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B Serves as the basis for employee and manager self-service training deliverables

C Identifies affected user groups by security role PRIMARY USERS Training Team Practitioners

APPENDIX ndash Job Aids

iv

DRAFT

Wells Fargo Data Flow Inputs and Outputs

Outstanding Decisions 1 W‐2 Printing Services

Positive Pay Process

Wells Fargo Commercial Electronic Office

(CEO) Payment Manager

Print Services (Paychecks and W-2)

ACH File Process

Electronic Funds Transfer

Positive Pay (Accounts Payable)

ACH (Accounts Payable)

Positive Pay (Payroll)

ACH (Payroll)

Stop Payment (Payroll)

Check Print (Payroll)

W‐2 Print (Payroll)

Bank Statement

Positive Pay Exceptions

DRAFT

HCM Business Process Listing HCM-003-BPR

Wells Fargo - Banking Services Process Name Track Only

MM101 - Money Movement Payroll Funding Cash No

MM102 - Money Movement Paycard No

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No

WF002 - ACH Returns (Direct Deposit Rejects) No

WF003 - Check and ACH (Direct Deposit) Reversal Processing No

WF004 - Escheatment (State Dated Check) Processing No

WF101 - Monitor Positive Pay Exception Reports (9800P) No

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) No

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Process Listing HCM-003-BPR

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

Table of Contents8-HCM ReportsInterfacesConversionEnhancements (ldquoRICErdquo) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A Identifies custom tables pages interfaces and other objects required to fulfill approved business requirements for each related business process

B Serves as a ldquocommon denominatorrdquo between the requirements gathering and designdevelopment efforts

C Groups different types of modification elements (tables pages etc) for ease of migration

PRIMARY USERS Implementation Teams ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION

PURPOSE A Presents an integrated view of the requirements gathering and designdevelopment efforts

B Associates custom development with an approved business requirement [NOTE This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required]

PRIMARY USERS Implementation Teams Practitioners ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY POLICIES AND PROCEDURES

PURPOSE A Identifies user groups impacts by future state functionality B Serves as the basis for pre- and post-go-live communication C Serves as the basis for ldquodeltardquo training

PRIMARY USERS Communication Team Training Team Practitioners

iii

DRAFT

Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B Serves as the basis for employee and manager self-service training deliverables

C Identifies affected user groups by security role PRIMARY USERS Training Team Practitioners

APPENDIX ndash Job Aids

iv

DRAFT

Wells Fargo Data Flow Inputs and Outputs

Outstanding Decisions 1 W‐2 Printing Services

Positive Pay Process

Wells Fargo Commercial Electronic Office

(CEO) Payment Manager

Print Services (Paychecks and W-2)

ACH File Process

Electronic Funds Transfer

Positive Pay (Accounts Payable)

ACH (Accounts Payable)

Positive Pay (Payroll)

ACH (Payroll)

Stop Payment (Payroll)

Check Print (Payroll)

W‐2 Print (Payroll)

Bank Statement

Positive Pay Exceptions

DRAFT

HCM Business Process Listing HCM-003-BPR

Wells Fargo - Banking Services Process Name Track Only

MM101 - Money Movement Payroll Funding Cash No

MM102 - Money Movement Paycard No

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No

WF002 - ACH Returns (Direct Deposit Rejects) No

WF003 - Check and ACH (Direct Deposit) Reversal Processing No

WF004 - Escheatment (State Dated Check) Processing No

WF101 - Monitor Positive Pay Exception Reports (9800P) No

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) No

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Process Listing HCM-003-BPR

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B Serves as the basis for employee and manager self-service training deliverables

C Identifies affected user groups by security role PRIMARY USERS Training Team Practitioners

APPENDIX ndash Job Aids

iv

DRAFT

Wells Fargo Data Flow Inputs and Outputs

Outstanding Decisions 1 W‐2 Printing Services

Positive Pay Process

Wells Fargo Commercial Electronic Office

(CEO) Payment Manager

Print Services (Paychecks and W-2)

ACH File Process

Electronic Funds Transfer

Positive Pay (Accounts Payable)

ACH (Accounts Payable)

Positive Pay (Payroll)

ACH (Payroll)

Stop Payment (Payroll)

Check Print (Payroll)

W‐2 Print (Payroll)

Bank Statement

Positive Pay Exceptions

DRAFT

HCM Business Process Listing HCM-003-BPR

Wells Fargo - Banking Services Process Name Track Only

MM101 - Money Movement Payroll Funding Cash No

MM102 - Money Movement Paycard No

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No

WF002 - ACH Returns (Direct Deposit Rejects) No

WF003 - Check and ACH (Direct Deposit) Reversal Processing No

WF004 - Escheatment (State Dated Check) Processing No

WF101 - Monitor Positive Pay Exception Reports (9800P) No

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) No

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Process Listing HCM-003-BPR

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

Wells Fargo Data Flow Inputs and Outputs

Outstanding Decisions 1 W‐2 Printing Services

Positive Pay Process

Wells Fargo Commercial Electronic Office

(CEO) Payment Manager

Print Services (Paychecks and W-2)

ACH File Process

Electronic Funds Transfer

Positive Pay (Accounts Payable)

ACH (Accounts Payable)

Positive Pay (Payroll)

ACH (Payroll)

Stop Payment (Payroll)

Check Print (Payroll)

W‐2 Print (Payroll)

Bank Statement

Positive Pay Exceptions

DRAFT

HCM Business Process Listing HCM-003-BPR

Wells Fargo - Banking Services Process Name Track Only

MM101 - Money Movement Payroll Funding Cash No

MM102 - Money Movement Paycard No

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No

WF002 - ACH Returns (Direct Deposit Rejects) No

WF003 - Check and ACH (Direct Deposit) Reversal Processing No

WF004 - Escheatment (State Dated Check) Processing No

WF101 - Monitor Positive Pay Exception Reports (9800P) No

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) No

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Process Listing HCM-003-BPR

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Listing HCM-003-BPR

Wells Fargo - Banking Services Process Name Track Only

MM101 - Money Movement Payroll Funding Cash No

MM102 - Money Movement Paycard No

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing No

WF002 - ACH Returns (Direct Deposit Rejects) No

WF003 - Check and ACH (Direct Deposit) Reversal Processing No

WF004 - Escheatment (State Dated Check) Processing No

WF101 - Monitor Positive Pay Exception Reports (9800P) No

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) No

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Process Listing HCM-003-BPR

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Listing HCM-003-BPR

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

TitleJuly 1 2016

‐ ‐

Page 1

Impacted By Benefits OutsourcingMM101 MONEY MOVEMENT ndash PAYROLL FUNDING

Institu

tion

BOR_

GL_JOURN

AL_ENTR

Y

SSC

Mon

ey M

ovem

ent

CA Adm

in S

SSC

Mon

eyMovem

ent W

FCE

O

USO

Busin

ess S

ervices

WF CE

O

Updated 7 1 16

PY002 Notification of

confirmed payroll

Send invoice to institution

Ensure funding available in

institutionrsquos bank account

Create banking file for funding from

institution (exclude on demand checks)

Run Total Funding Invoice (Exclude on

demand checks)

PY003 Payroll Summary

Report Agrees

Research and work with ITS to resolve

Yes

No

Agrees to invoice

Research and work with ITS to resolve

No

Ensure Institution Approval of Invoice

Yes

EndApprove File

PY005‐Reg Schedule Notification of

confirmed payroll

PY005‐On Demand

Payroll Summary Report

Create Manual Funding Invoice

Enter Reverse Wire in Banking System

Send Invoice to Institution

A

A Approve Invoice (In SSC Case Mgt

System)

Upload file to bank

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

TitleJune 28 2016

‐ ‐

Page 1

MM102 MONEY MOVEMENT ‐ PAYCARD Institu

tion

HRPR

Employee

SSC

Payroll Team

SSC

Contact C

enter

Wells Fargo

Updated 05 24 16

Receive Direct Deposit Person

Exemption Request Form

Review Request Approved

Notify Employee and Institution HR of

denial

Provide employee Paycard Enrollment website information

Monitor bank website for paycard

progress

Add paycard account info to

employeersquos direct deposit record in

HCM

Contact bank to resolve any

outstanding issues

Yes

No

Start

Submit Direct Deposit Personal Exemption Form Paycard Direct Deposit Authorization Form

Receive copy of notification of denied request

Receive notification of denied request

Receive paycard enrollment information

Complete paycard enrollment

information on website and submit

Process enrollment form

Approve paycard and update website with information

Receive paycard and account information

in US mail

Mail card and information to employee

Contact institution HR office to resolve

outstanding application andor activation

End

Activate paycard

Upload account info to FTP site and

assign ticket to SSC CSR with copy of

email to Inst HRPR

Work with SSC and employee to resolve outstanding issues

Work with SSC and employee to resolve outstanding issues

End

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

TitleJune 28 2016

_

WF101 ndash (980 Only) Monitor Positive Pay Exception Reports AP DisbursementsWELLS

FAR

GO

SSC

Mon

ey M

ovem

ent

BO

R A

P_I

NQ

UIR

Y

SSC

Mon

ey M

ovem

ent

WF Paym

ent M

gr

Updated 6-28-16

Generate Positive

Pay Exception

Report

Research payment issues

Review the Positive Pay

Exception Report

Questionable Payments Accepted

Denied

Decision to Accept or Deny

Start Daily Positive Pay Review

Confirmation of Accepted

Denied Payments

Enter decision in

banking system

End

Page 1

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

TitleJune 28 2016

Page 1

WF102 ndash FUND COMMON REMITTER ACCOUNTS TSAs ORP TRS SSC

Retirem

ent

Common

Rem

itter

Team

BOR_

CR_SSC

SSC

Mon

ey M

ovem

ent

WF CE

O

Wells Fargo

Third

Party

Retire

men

tManagerProvide

r

SSC

Mon

eyMovem

ent

TRS Em

ployer

Portal

Updated 06‐28‐16

FN111 CR TSA

Establish template for wire to Retirement

Manager

Enter Amount to send to Retirement Manager in Banking

System (per institution)

Process Payment File

Fund Employee Accounts

Verification by separate employee that amount agrees

to Report of Contribution Data

File

FN108 CR ORP

Establish template for wire to ORP vendors

Enter Amounts to send to ORP

Vendors in Banking System (1 per

vendor)

FN108 CR TRS

Enter Amount to send to TRS (1 ACH)

Pull Funding for TRS

Verification by separate employee that amount agrees

to TRS Invoice

FN108 initiates ERS pulling funding No separate BP needed

Impacted By Benefits Outsourcing

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

WF001 ndash Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Last Updated 05242016

SSC

Payroll Confirm

rM

IN_

t M

g

Post Payroll

en Processes DW

F Pa

ymPA

Y_A PY003

BPAY003 BDDP001

BO

R_ Payroll Checkprint Direct Deposit

Output Output

Wel

ls F

argo

Receives Check Print

File

Prints On-cycle and Off-cycle Checks

Mails On-cycle and Off-cycle Checks

Receives Direct

Deposit File

Notifies USO of Check Print File

Details

Notifies USO of Direct Deposit File

Details

Processes Direct Deposit

A

B

A

B Positive Pay

Creation

Check Printing WF101

loye

e

Employee Receives

Em

p Payment

errsquos

Approve Output

USO oll ice

A to Wells Fargo

Contr Off File

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

WF002 ndash Wells Fargo Banking Services Direct Deposit (ACH) Reject Processing

Wel

ls F

argo

BO

R_P

AY_

AD

MIN

_SSC

WF

CEO

Por

tal

BO

R_P

AY_

AN

ALY

STE

mp

loye

e

Last Updated 05242016

Receives ACH Rejection

Notifies USG by Email

Obtain DD (ACH) Returns

from Wells Fargo CEO

Portal

Complete Direct Deposit Reject

Document

Place DD Reject

Document on SFTP

Send DD Reject Email Notification

Refer to DD Reject Job Aide

Is EE Pay

Replacement Required

Off-Cycle Check Process

PY005 Yes

Employee Receives Payment

Payroll Direct Deposit

Yes

VoidStop Payment

FN120

No

Process Complete

No DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

R_P

AY_

AN

ALY

STW

ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

ST

Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

WF003 ndash Wells Fargo Banking Services Check and ACH (Direct Deposit) Reversal Processing

BO

R_P

AY_

AD

MIN

_SSC

W

F C

EO P

ort

al

BO

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ells

Far

go

Last Updated 05242016

Banking Services Required

Complete Check ACH Stop Payment

Request Form

Request Received Is

this a Check Stop Payment

Yes Refer to Stop Payment Job

Aide

Refer to ACH Reversal Job

Aide

Was Process Successful

Implement Best Practice

Process Stop Payment

Requested

No

Provide Documentation to

Institution

Provide Best Practice to Institution

CheckACH Reversal

Processing PY006

Yes

Research Issue

Reversal Process Complete

No

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

OR

_PA

Y_A

DM

IN_S

SC

M

oney

Mov

emen

tTe

am

BO

R_P

AY_

AN

ALY

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Last Updated 05242016

Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

WF004 ndash Escheatment (Outstanding Check) Processing B

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Process Start

Bank Reconciliation

FN105

Outstanding Payroll Check(s) Identified

Research Outstand

-ing Check(s)

Notifies Institution of Outstanding

Check(s)

Follow USG Unclaimed Property BPM 191

Reverse Check

Check and ACH Reversal Process WF002

Off-Cycle Check Process PY005

Process Complete

Reissue Check

No

Yes

Yes

No DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Functionality Changes 1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

Ownership Changes 1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach 1 Institutions bank information and authorization must be obtained prior to conversion

Historical Data Approach 1 None

New Forms 1 Bank Authorization Form

New Approvals 1 None

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process MM102 - Money Movement Paycard

Functionality Changes 1 Paycards will be provided by Wells Fargo 2 Paycards will not be issued until employee has completed identification documentation with Wells Fargo

Ownership Changes 1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 531 Method of Payment for Compensation

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Functionality Changes 1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Ownership Changes 1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Issues Not Addressed 1 Ability to print on-demand checks at institution level

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 BPM 538 Off Cycle Payroll Processing

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Functionality Changes 1 None

Ownership Changes 1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Functionality Changes 1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

Ownership Changes 1 SSC will process check and ACH reversals instead of institutional practitioners

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

New Approvals 1 None

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF004 - Escheatment (State Dated Check) Processing

Functionality Changes 1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Ownership Changes 1 SSC will access escheatment information instead of institutional practitioners 2 SSC will notify institution of uncashed checks instead of ADP

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 See 191 Unclaimed Property

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 Uncashed Check Notification Form

New Approvals 1 None

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Functionality Changes 1 Utilization of 9800P AP unit

Ownership Changes 1 SSC Money Movement Team will review the daily positive pay exception reports

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted1 58 HCM Related Funding Money Movement

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

Wells Fargo - Banking Services Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Functionality Changes 1 None

Ownership Changes 1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Issues Not Addressed 1 None

Issues Addressed 1 None

Policy Changes 1 None

Business Procedures Impacted 1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Conversion Approach 1 None

Historical Data Approach 1 None

New Forms 1 None

New Approvals 1 None

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Business Process Fact Sheet HCM-002-BPR

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 471 - Issue Will paychecks be mailed on pay day or arrive to the employee on the pay date

Final Decision Utilize Wells Fargo to print checks and mail checks on the employee pay date This decision helps to avoid early check cashing charges and encourages the use of direct deposit or pay cards as an option for payment

Document Details Analysis is needed to determine the timing and technical requirements for printing checks since ADP print services will no longer be utilized to print checks

Potential Solutions Existing state contract with Wells Fargo can be leveraged for printing checks Checks can be mailed by Wells Fargo prior to the pay check date but will accelerate the payment creation process at Shared Services The same interface that creates the ACH payments with Wells Fargo can be leveraged to produce the paper checks

Recommendation Utilize Wells Fargo to print checks Distribute checks on pay date (not earlier)

HRAP Impact 26 General Criteria for Employment

BPM Impact 50 Payroll

Tuesday July 12 2016 Page 1 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 575 - Issue Are any new roles needed at Shared Services to support the new responsibilities they are

assuming Final Decision A new money movement accounting specialist role is being created in

Sandersville to manage monitor the Banking and Money Movement requirements

Document Details Are any new roles needed at Shared Services to support the new responsibilities they are assuming

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 2 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 581 - Issue How will miscellaneous deductions be managed in the new money movement business

processes Final Decision While institutions are the beneficiaries (or vendor) for most

miscellaneous deductions oneusg will not net the payables and receivables associated with payroll Miscellanous deductions will be funded with all other payroll deductions and then remitted back to the institutions along with all other vendor payments

Document Details How will miscellaneous deductions be managed in the new money movement business processes

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 3 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 585 - Issue Who will be responsible for banking activities including printing paychecks

Final Decision Wells Fargo will be responsible for printing paper checks processing ACH managing Positive Pay

Document Details Who will be responsible for banking activities including printing paychecks

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 4 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 586 - Issue How will money movement be initiated

Final Decision The Money Movement Accountant at the Shared Services will present institutions with the total amount of cash required to fund all

Document Details How will money movement be initiated

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 5 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 587 - Issue Who will be responsible for reviewing and approving direct deposit exemptions

Final Decision Direct Deposit exeptions will be centrally managed through the Shared Services Center

Document Details Who will be responsible for reviewing and approving direct deposit exemptions

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 6 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 588 - Issue Will instittuions know when a paycard request has been completed (or not completed)

Final Decision The Shared Services center will monitorthe paycard application process If there are any issues the shared services center will work with the institutions and employee to resolve them

Document Details Will instittuions know when a paycard request has been completed (or not completed)

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 7 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 589 - Issue Who will be responsible for updating the employees direct deposit information once the paycard

request has been processed by Wells Fargo Final Decision The Shared Services center will update the employees direct deposit

information once the paycard account has been established Document Details Who will be responsible for updating the employees direct deposit

information once the paycard request has been processed by Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 8 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 590 - Issue Are any employee groups exempt from the system office mandate to move to direct deposit

Final Decision Federal Work Study students can not legally be required to use Direct Deposit Institutions can only encourage the participation

Document Details Are any employee groups exempt from the system office mandate to move to direct deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 9 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 591 - Issue Are the any other scenarios where an employee could be exempted from the Direct Deposit

mandate Final Decision There are certain religious beliefs that could impact the application of

the mandate Those situations will be managed through a partnership with the institution and the system office HR leadership

Document Details Are the any other scenarios where an employee could be exempted from the Direct Deposit mandate

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 10 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 592 - Issue Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Final Decision Yes - Any account with a routing number and bank account number can be utilized for direct deposit Student Cards are an acceptable payment format

Document Details Can the Student Card (Hire One or equivalent) be used for Direct Deposit

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 11 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 593 - Issue Who is responsible for OFAC compliance on Paycard Applications

Final Decision Wells Fargo will perform OFAC (terrorist watch list) reviews as part of the Pay Card application process

Document Details Who is responsible for OFAC compliance on Paycard Applications

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 12 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 594 - Issue What is the timing of sending payment information to Wells Fargo

Final Decision The Wells Fargo Payment and ACH files will be sent two days prior to pay date in an attempt for paper checks to arrive on pay date

Document Details What is the timing of sending payment information to Wells Fargo

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 13 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 596 - Issue Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver

requirement with the state Final Decision The commitment accounting design team determined the SSC will

enter a case in Service Now and assign it to the institution along with the payroll register invoice Institutions will have the ability to review the reverse wire prior to initiation

Document Details Does an Institution Need to Approve the Reverse Wire Prior to Funding There is a 2 approver requirement with the state

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 14 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 600 - Issue Who will be responsible for monitoring Wells Fargo and positive pay

Final Decision The Shared Service Center Money Movement team will monitor Positive Pay exceptions

Document Details Who will be responsible for monitoring Wells Fargo and positive pay

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 15 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 602 - Issue Will the System Office Pooling Bank Account have any buffer to Address minor funding issues

(Interest Penalties Minor Adjustments) Final Decision The System Office will seed the Bank Account with some funds to

provide a Buffer for minor funding issues Document Details Will the System Office Pooling Bank Account have any buffer to

Address minor funding issues (Interest Penalties Minor Adjustments) Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 16 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 603 - Issue Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse

wire Final Decision Retirement and Tax Sheltered Annuity funding will be pulled with Payroll

Document Details Will retirement and tax sheltered annuity funding continue to be pulled with a separate reverse wire

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 17 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 604 - Issue Will ORP be transmitted after each payroll or monthly

Final Decision ORP funding will occur after each payroll

Document Details Will ORP be transmitted after each payroll or monthly

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 18 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 605 - Issue If an institution is required to make a large adjustment will the system office cover the cash

requirements of the adjustment until the next payroll run Final Decision Large Institutional Adjustments will have to be Pulled Separately and

will be supported with an invoice Document Details If an institution is required to make a large adjustment will the system

office cover the cash requirements of the adjustment until the next payroll run

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 19 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 628 - Issue Will LOA Billing be funded with the payroll

Final Decision LOA Billing will be funded separate from payroll in an additional wire

Document Details Will LOA Billing be funded with the payroll

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 20 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 629 - Issue How will institutions be notified of the amount of the funding required for Leave of Absence

Billing Final Decision The Shared Services Center will create an invoice for Leave of

Absence The invoice will include Employee Name Deduction Code amp Amount

Document Details How will institutions be notified of the amount of the funding required for Leave of Absence Billing

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 21 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 764 - Issue Will Direct Depost rejects at Wells Fargo be refunded to the institution

Final Decision Direct Deposit Rejects will be refunded to the system office payroll account

Document Details Will Direct Depost rejects at Wells Fargo be refunded to the institution

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 22 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 765 - Issue With money movement being centralized will the instituion be notified of direct deposit rejects

Final Decision SSC will notify institutions of Direct Deposit Rejects

Document Details With money movement being centralized will the instituion be notified of direct deposit rejects

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 23 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 766 - Issue What is the process if an instituion is aware of a situation where a check needs a stop payment

or to be voided Final Decision Stop Payments and Voids have to be requested through the SSC Case

Management System The SSC will work with the system office to have the payment stopped or voided

Document Details What is the process if an instituion is aware of a situation where a check needs a stop payment or to be voided

Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 24 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

Wells Fargo - Banking Services Document Status Complete 767 - Issue If an institution is required to issue an on demand check how will the positive pay business

process be impacted Final Decision On Demand checks have to be manually added to Wells Fargo CEO

portal for positive pay Document Details If an institution is required to issue an on demand check how will the

positive pay business process be impacted Potential Solutions

Recommendation

HRAP Impact

BPM Impact

Tuesday July 12 2016 Page 25 of 26

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Decision Point Fact Sheet HCM-006-DPT

End of Report

Tuesday July 12 2016 Page 26 of 26

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step Role Name Responsibility

MM10101 Provide invoice to institution SSC BOR CA Inquiry S

MM10102 Create payroll funding file SSC BOR CA Admin S

MM10103 Upload payroll funding file to bank site SSC BP WF Payment Mgr

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step Role Name Responsibility

MM10201 Process approved direct deposit exemption request SSC BOR PAY Admin S

MM10202 Process denied direct deposit exemption request SSC BOR PAY Admin S

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step Responsibility Role Name

WF00101 Payroll Check Print Output (BPAY003) SSC BOR PAY Admin S

WF00102 Direct Deposit Output (BDDP001) SSC BOR PAY Admin S

WF00103 WF Notification to SSC-Check Print File Detail SSC BOR PAY Admin S

WF00104 WF Notification to SSC-Direct Deposit File Details SSC BOR PAY Admin S

WF00105 Validate Output to Wells Fargo Detail SSC BOR PAY Admin S

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step Responsibility Role Name

WF00202 Access Wells Fargo CEO Portal for ACHDirect SSC BOR PAY Admin S Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation SSC BOR PAY Admin S

WF00204 Direct Deposit Reject Document to SFTP SSC BOR PAY Admin S

WF00205 DD Reject Email Notification SSC BOR PAY Admin S

WF00206 Institutional Direct Deposit Processing-Payment Institution BOR PAY Analyst Replacement

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00301 Check Stop PaymentACH (Direct Deposit) Reversal Institution BOR PAY Analyst Form Completion

WF00302 Check Stop Payment Process SSC BOR PAY Admin S

WF00303 Direct Deposit Reversal SSC BOR PAY Admin S

Tuesday July 12 2016 Page 1 of 3

DRAFT

HCM Use Cases HCM-010-TST

Wells Fargo - Banking Services Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step Responsibility Role Name

WF00305 CheckACH Reversal Documentation SSC BOR PAY Admin S

Business Process WF004 - Escheatment (State Dated Check) Processing

Use Case ID Business Process Step Responsibility Role Name

WF00401 Notification and Research of Uncashed Checks SSC BOR PAY Admin S

WF00402 Notification to Institution of Uncashed Check SSC BOR PAY Admin S

WF00403 Complete USG Escheatment Process Institution BOR PAY Analyst

Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Use Case ID Business Process Step Responsibility Role Name

WF10101 Review positive pay reports and identify payment SSC BOR_AP_INQUIRY issues

WF10102 WF10102 - Enter decision to acceptdeny in banking SSC BP WF Payment Mgr system

Business Process WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Use Case ID Business Process Step Responsibility Role Name

WF102 WF10201 - Enter ACH Info to fund TSA accounts SSC BP WF Payment Mgr

Tuesday July 12 2016 Page 2 of 3

DRAFT

HCM Use Cases HCM-010-TST

End of Report

Tuesday July 12 2016 Page 3 of 3

DRAFT

-

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name MM101 Money Movement Payroll Funding Cash

Requirement Met By RICE (oneusg) Vendor

CAINT031 - Automate drawdown wires RICE Title RICE Type Interface

Req ID Requirement Summary Requirement Detail

3435 CA1019 - Automate the drawdown wire process

Need to be able to send Wells Fargo a file so the payroll funds can automatically be transferred from the institutions books to USO

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3771 MM101 - Upload drawdown wire in banking system

Need to be able to accept file to draw funds from institutions to USO

3185 MM0011 Process Reverse Wires at bank

Need the ability to initiate reverse wires to transfer money from institutions to USO

3189 MM0017 Upload employee ACH file to banking file (WF Payment Manager)

Bank to accept ACH file for employees to receive payment via ACH and Pay Card

3192 MM0019 Upload positive pay file to banking site (WF Payment Manager)

Ability to load and run positive pay file

3191 MM0018 Upload Employee check file to banking site (WF Payment Manager)

Banking vendor will accept the check file print check and mail to employee on the pay date

Tuesday July 12 2016 Page 1 of 9

DRAFT

-

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name MM102 Money Movement Paycard

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3226 MM102 Provide paycards and related functionality

Vendor to provide paycards and the process processing functionality

Tuesday July 12 2016 Page 2 of 9

DRAFT

- -

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF001 - Check Printing (On cycle and Off cycle) and Direct Deposit Processing

Requirement Met By RICE (oneusg) Vendor Wells Fargo

RICE Title PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in RICE Type Interface house)

Req ID Requirement Summary Requirement Detail

166 WF00104 - Generate Positive Pay Ability to generate a positive pay file File

RICE Title PRINT020 - Payroll Check Print Interface to Wells Fargo RICE Type Interface

Req ID Requirement Summary Requirement Detail

3512 WF00102 TPV to Print Payroll Ability for a TPV to receive an on-cycle Checks or off-cycle check print file print and

mail payroll checks RICE Title PRINT021 - ACH Interface to Wells Fargo RICE Type Interface

Req ID Requirement Summary Requirement Detail

160 WF00101 - Pre-Note Bank Accounts Ability for pre-notification to be flagged and Routing in the Wells Fargo direct deposit file

3513 WF00103 ACHDirect Deposit Ability for a TPV to receive an Processing ACHDirect Deposit file process the

direct deposit data so employee receives direct deposit into their personal banking accounts

Tuesday July 12 2016 Page 3 of 9

DRAFT

-

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name MM101 Money Movement Payroll Funding Cash

Requirement Met By RICE (oneusg) Vendor

CAINT031 - Automate drawdown wires RICE Title RICE Type Interface

Req ID Requirement Summary Requirement Detail

3435 CA1019 - Automate the drawdown wire process

Need to be able to send Wells Fargo a file so the payroll funds can automatically be transferred from the institutions books to USO

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3771 MM101 - Upload drawdown wire in banking system

Need to be able to accept file to draw funds from institutions to USO

3185 MM0011 Process Reverse Wires at bank

Need the ability to initiate reverse wires to transfer money from institutions to USO

3189 MM0017 Upload employee ACH file to banking file (WF Payment Manager)

Bank to accept ACH file for employees to receive payment via ACH and Pay Card

3192 MM0019 Upload positive pay file to banking site (WF Payment Manager)

Ability to load and run positive pay file

3191 MM0018 Upload Employee check file to banking site (WF Payment Manager)

Banking vendor will accept the check file print check and mail to employee on the pay date

Tuesday July 12 2016 Page 1 of 9

DRAFT

-

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name MM102 Money Movement Paycard

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3226 MM102 Provide paycards and related functionality

Vendor to provide paycards and the process processing functionality

Tuesday July 12 2016 Page 2 of 9

DRAFT

- -

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF001 - Check Printing (On cycle and Off cycle) and Direct Deposit Processing

Requirement Met By RICE (oneusg) Vendor Wells Fargo

RICE Title PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in RICE Type Interface house)

Req ID Requirement Summary Requirement Detail

166 WF00104 - Generate Positive Pay Ability to generate a positive pay file File

RICE Title PRINT020 - Payroll Check Print Interface to Wells Fargo RICE Type Interface

Req ID Requirement Summary Requirement Detail

3512 WF00102 TPV to Print Payroll Ability for a TPV to receive an on-cycle Checks or off-cycle check print file print and

mail payroll checks RICE Title PRINT021 - ACH Interface to Wells Fargo RICE Type Interface

Req ID Requirement Summary Requirement Detail

160 WF00101 - Pre-Note Bank Accounts Ability for pre-notification to be flagged and Routing in the Wells Fargo direct deposit file

3513 WF00103 ACHDirect Deposit Ability for a TPV to receive an Processing ACHDirect Deposit file process the

direct deposit data so employee receives direct deposit into their personal banking accounts

Tuesday July 12 2016 Page 3 of 9

DRAFT

-

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name MM102 Money Movement Paycard

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3226 MM102 Provide paycards and related functionality

Vendor to provide paycards and the process processing functionality

Tuesday July 12 2016 Page 2 of 9

DRAFT

- -

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF001 - Check Printing (On cycle and Off cycle) and Direct Deposit Processing

Requirement Met By RICE (oneusg) Vendor Wells Fargo

RICE Title PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in RICE Type Interface house)

Req ID Requirement Summary Requirement Detail

166 WF00104 - Generate Positive Pay Ability to generate a positive pay file File

RICE Title PRINT020 - Payroll Check Print Interface to Wells Fargo RICE Type Interface

Req ID Requirement Summary Requirement Detail

3512 WF00102 TPV to Print Payroll Ability for a TPV to receive an on-cycle Checks or off-cycle check print file print and

mail payroll checks RICE Title PRINT021 - ACH Interface to Wells Fargo RICE Type Interface

Req ID Requirement Summary Requirement Detail

160 WF00101 - Pre-Note Bank Accounts Ability for pre-notification to be flagged and Routing in the Wells Fargo direct deposit file

3513 WF00103 ACHDirect Deposit Ability for a TPV to receive an Processing ACHDirect Deposit file process the

direct deposit data so employee receives direct deposit into their personal banking accounts

Tuesday July 12 2016 Page 3 of 9

DRAFT

- -

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF001 - Check Printing (On cycle and Off cycle) and Direct Deposit Processing

Requirement Met By RICE (oneusg) Vendor Wells Fargo

RICE Title PRINT015 - Wells Fargo Positive Pay file (if printing off-cycle in RICE Type Interface house)

Req ID Requirement Summary Requirement Detail

166 WF00104 - Generate Positive Pay Ability to generate a positive pay file File

RICE Title PRINT020 - Payroll Check Print Interface to Wells Fargo RICE Type Interface

Req ID Requirement Summary Requirement Detail

3512 WF00102 TPV to Print Payroll Ability for a TPV to receive an on-cycle Checks or off-cycle check print file print and

mail payroll checks RICE Title PRINT021 - ACH Interface to Wells Fargo RICE Type Interface

Req ID Requirement Summary Requirement Detail

160 WF00101 - Pre-Note Bank Accounts Ability for pre-notification to be flagged and Routing in the Wells Fargo direct deposit file

3513 WF00103 ACHDirect Deposit Ability for a TPV to receive an Processing ACHDirect Deposit file process the

direct deposit data so employee receives direct deposit into their personal banking accounts

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF002 - ACH Returns (Direct Deposit Rejects)

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3219 PY00706 ACH Return Direct deposit is rejected by the employees banking institution and the TPV notifies USG of rejection

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF003 - Check and ACH (Direct Deposit) Reversal Processing

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

157 PY00701 - Stop Payment Ability to stop payment on an employees check

3220 PY00707 ACH Reversal Pulling back a direct deposit through WF CEO Portal

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF004 - Escheatment (State Dated Check) Processing

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3221 PY00708 Escheatment State dated check processing

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF101 - Monitor Positive Pay Exception Reports (9800P)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3571 WF101 - Monitor Positive Pay Exception Items

Review positive pay exception items received from bank and determine whether to pay or deny

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3775 WF10201 WF102 - Need to transfer funds for TSA accounts to Retrement Savings Accounts Providers

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

RICE Inventory HCM-015-RIC

Wells Fargo - Banking Services

RICE Type Interface RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 - 731 Need a file to be generated to move funds Automate drawdown from the institutions books to USO The wires amount in the file should be the same as

the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

PRINT015 - Wells 145 During meeting with Wells Fargo today BOR_PY_I_POSITIVE_PAY Fargo Positive Pay we learned that checkdirect deposit file (if printing off- integration will address positive pay cycle in house) functionality within the Wells Fargo

solution and would not require USG to send positive pay data

PRINT020 - Payroll 141 Payroll check print - see GRU BOR_PY_I_WELLS_CHK_DD_ Check Print Interface BORI018sqr GT - PAY003sqr FILE to Wells Fargo

PRINT021 - ACH 148 Interface to send direct deposit ACH SQR Program Interface to Wells payments to Vendor (Wells Fargo) for Fargo disbursement

RICE Type Query RiceTitle Rice ID Rice Detail PeopleSoft Project

MMQRY001 Money Movement Invoice

745 Invoice information to provide institution for total amount of funding for the payroll

Should agree to the amount in the MM JE Should agree to amounts on payroll summary

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF003 - Check and ACH (Direct Deposit) Reversal Processing

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

157 PY00701 - Stop Payment Ability to stop payment on an employees check

3220 PY00707 ACH Reversal Pulling back a direct deposit through WF CEO Portal

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF004 - Escheatment (State Dated Check) Processing

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3221 PY00708 Escheatment State dated check processing

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF101 - Monitor Positive Pay Exception Reports (9800P)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3571 WF101 - Monitor Positive Pay Exception Items

Review positive pay exception items received from bank and determine whether to pay or deny

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3775 WF10201 WF102 - Need to transfer funds for TSA accounts to Retrement Savings Accounts Providers

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

RICE Inventory HCM-015-RIC

Wells Fargo - Banking Services

RICE Type Interface RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 - 731 Need a file to be generated to move funds Automate drawdown from the institutions books to USO The wires amount in the file should be the same as

the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

PRINT015 - Wells 145 During meeting with Wells Fargo today BOR_PY_I_POSITIVE_PAY Fargo Positive Pay we learned that checkdirect deposit file (if printing off- integration will address positive pay cycle in house) functionality within the Wells Fargo

solution and would not require USG to send positive pay data

PRINT020 - Payroll 141 Payroll check print - see GRU BOR_PY_I_WELLS_CHK_DD_ Check Print Interface BORI018sqr GT - PAY003sqr FILE to Wells Fargo

PRINT021 - ACH 148 Interface to send direct deposit ACH SQR Program Interface to Wells payments to Vendor (Wells Fargo) for Fargo disbursement

RICE Type Query RiceTitle Rice ID Rice Detail PeopleSoft Project

MMQRY001 Money Movement Invoice

745 Invoice information to provide institution for total amount of funding for the payroll

Should agree to the amount in the MM JE Should agree to amounts on payroll summary

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF004 - Escheatment (State Dated Check) Processing

Requirement Met By Third Party Vendor Vendor

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3221 PY00708 Escheatment State dated check processing

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF101 - Monitor Positive Pay Exception Reports (9800P)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3571 WF101 - Monitor Positive Pay Exception Items

Review positive pay exception items received from bank and determine whether to pay or deny

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3775 WF10201 WF102 - Need to transfer funds for TSA accounts to Retrement Savings Accounts Providers

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

RICE Inventory HCM-015-RIC

Wells Fargo - Banking Services

RICE Type Interface RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 - 731 Need a file to be generated to move funds Automate drawdown from the institutions books to USO The wires amount in the file should be the same as

the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

PRINT015 - Wells 145 During meeting with Wells Fargo today BOR_PY_I_POSITIVE_PAY Fargo Positive Pay we learned that checkdirect deposit file (if printing off- integration will address positive pay cycle in house) functionality within the Wells Fargo

solution and would not require USG to send positive pay data

PRINT020 - Payroll 141 Payroll check print - see GRU BOR_PY_I_WELLS_CHK_DD_ Check Print Interface BORI018sqr GT - PAY003sqr FILE to Wells Fargo

PRINT021 - ACH 148 Interface to send direct deposit ACH SQR Program Interface to Wells payments to Vendor (Wells Fargo) for Fargo disbursement

RICE Type Query RiceTitle Rice ID Rice Detail PeopleSoft Project

MMQRY001 Money Movement Invoice

745 Invoice information to provide institution for total amount of funding for the payroll

Should agree to the amount in the MM JE Should agree to amounts on payroll summary

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF101 - Monitor Positive Pay Exception Reports (9800P)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3571 WF101 - Monitor Positive Pay Exception Items

Review positive pay exception items received from bank and determine whether to pay or deny

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3775 WF10201 WF102 - Need to transfer funds for TSA accounts to Retrement Savings Accounts Providers

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

RICE Inventory HCM-015-RIC

Wells Fargo - Banking Services

RICE Type Interface RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 - 731 Need a file to be generated to move funds Automate drawdown from the institutions books to USO The wires amount in the file should be the same as

the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

PRINT015 - Wells 145 During meeting with Wells Fargo today BOR_PY_I_POSITIVE_PAY Fargo Positive Pay we learned that checkdirect deposit file (if printing off- integration will address positive pay cycle in house) functionality within the Wells Fargo

solution and would not require USG to send positive pay data

PRINT020 - Payroll 141 Payroll check print - see GRU BOR_PY_I_WELLS_CHK_DD_ Check Print Interface BORI018sqr GT - PAY003sqr FILE to Wells Fargo

PRINT021 - ACH 148 Interface to send direct deposit ACH SQR Program Interface to Wells payments to Vendor (Wells Fargo) for Fargo disbursement

RICE Type Query RiceTitle Rice ID Rice Detail PeopleSoft Project

MMQRY001 Money Movement Invoice

745 Invoice information to provide institution for total amount of funding for the payroll

Should agree to the amount in the MM JE Should agree to amounts on payroll summary

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Requirements HCM-004-REQ

Wells Fargo - Banking Services

Business Process Name WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Requirement Met By Third Party Vendor Vendor Wells Fargo

RICE Title RICE Type

Req ID Requirement Summary Requirement Detail

3775 WF10201 WF102 - Need to transfer funds for TSA accounts to Retrement Savings Accounts Providers

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Business Requirements HCM-004-REQ

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

RICE Inventory HCM-015-RIC

Wells Fargo - Banking Services

RICE Type Interface RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 - 731 Need a file to be generated to move funds Automate drawdown from the institutions books to USO The wires amount in the file should be the same as

the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

PRINT015 - Wells 145 During meeting with Wells Fargo today BOR_PY_I_POSITIVE_PAY Fargo Positive Pay we learned that checkdirect deposit file (if printing off- integration will address positive pay cycle in house) functionality within the Wells Fargo

solution and would not require USG to send positive pay data

PRINT020 - Payroll 141 Payroll check print - see GRU BOR_PY_I_WELLS_CHK_DD_ Check Print Interface BORI018sqr GT - PAY003sqr FILE to Wells Fargo

PRINT021 - ACH 148 Interface to send direct deposit ACH SQR Program Interface to Wells payments to Vendor (Wells Fargo) for Fargo disbursement

RICE Type Query RiceTitle Rice ID Rice Detail PeopleSoft Project

MMQRY001 Money Movement Invoice

745 Invoice information to provide institution for total amount of funding for the payroll

Should agree to the amount in the MM JE Should agree to amounts on payroll summary

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

HCM Business Requirements HCM-004-REQ

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

RICE Inventory HCM-015-RIC

Wells Fargo - Banking Services

RICE Type Interface RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 - 731 Need a file to be generated to move funds Automate drawdown from the institutions books to USO The wires amount in the file should be the same as

the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

PRINT015 - Wells 145 During meeting with Wells Fargo today BOR_PY_I_POSITIVE_PAY Fargo Positive Pay we learned that checkdirect deposit file (if printing off- integration will address positive pay cycle in house) functionality within the Wells Fargo

solution and would not require USG to send positive pay data

PRINT020 - Payroll 141 Payroll check print - see GRU BOR_PY_I_WELLS_CHK_DD_ Check Print Interface BORI018sqr GT - PAY003sqr FILE to Wells Fargo

PRINT021 - ACH 148 Interface to send direct deposit ACH SQR Program Interface to Wells payments to Vendor (Wells Fargo) for Fargo disbursement

RICE Type Query RiceTitle Rice ID Rice Detail PeopleSoft Project

MMQRY001 Money Movement Invoice

745 Invoice information to provide institution for total amount of funding for the payroll

Should agree to the amount in the MM JE Should agree to amounts on payroll summary

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

Wells Fargo - Banking Services

RICE Type Interface RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 - 731 Need a file to be generated to move funds Automate drawdown from the institutions books to USO The wires amount in the file should be the same as

the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

PRINT015 - Wells 145 During meeting with Wells Fargo today BOR_PY_I_POSITIVE_PAY Fargo Positive Pay we learned that checkdirect deposit file (if printing off- integration will address positive pay cycle in house) functionality within the Wells Fargo

solution and would not require USG to send positive pay data

PRINT020 - Payroll 141 Payroll check print - see GRU BOR_PY_I_WELLS_CHK_DD_ Check Print Interface BORI018sqr GT - PAY003sqr FILE to Wells Fargo

PRINT021 - ACH 148 Interface to send direct deposit ACH SQR Program Interface to Wells payments to Vendor (Wells Fargo) for Fargo disbursement

RICE Type Query RiceTitle Rice ID Rice Detail PeopleSoft Project

MMQRY001 Money Movement Invoice

745 Invoice information to provide institution for total amount of funding for the payroll

Should agree to the amount in the MM JE Should agree to amounts on payroll summary

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory HCM-015-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC Wells Fargo - Banking Services RICE Type Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

CAINT031 -Automate drawdown wires

731 Need a file to be generated to move funds from the institutions books to USO The amount in the file should be the same as the journal entry amount produced from the Money Movement journal entry The file should be created in the format specified by Wells Fargo identifying the file lines as drawdown wires

Requirements Information

Requirement Summary Req ID

CA1019 - Automate the drawdown wire process 3435 RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT015 - Wells 145 Fargo Positive Pay file (if printing off-cycle in house)

During meeting with Wells Fargo today we learned BOR_PY_I_POSITIVE_ that checkdirect deposit integration will address PAY positive pay functionality within the Wells Fargo solution and would not require USG to send positive pay data

Requirements Information

Req ID Requirement Summary

166 WF00104 - Generate Positive Pay File RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT020 - Payroll Check Print Interface to Wells Fargo

141 Payroll check print - see GRU BORI018sqr GT -PAY003sqr

Requirements Information

BOR_PY_I_WELLS_CH K_DD_FILE

Req ID Requirement Summary

3512 WF00102 TPV to Print Payroll Checks RiceTitle Rice ID Rice Detail PeopleSoft Project

PRINT021 - ACH Interface to Wells Fargo

148 Interface to send direct deposit ACH payments to Vendor (Wells Fargo) for disbursement

Requirements Information

SQR Program

Req ID Requirement Summary

160 3513

WF00101 - Pre-Note Bank Accounts and Routing WF00103 ACHDirect Deposit Processing

Tuesday July 12 2016 Page 1 of 2

DRAFT

RICE Inventory with Requirements HCM-016-RIC

End of Report

Tuesday July 12 2016 Page 2 of 2

DRAFT

HCM Communication Plan HCM-005-COM

Wells Fargo - Banking Services MM101 - Money Movement Payroll Funding Cash Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach -

1 Institutions bank information and authorization must be obtained prior to conversion

Functionality Changes -

1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

New Forms -

1 Bank Authorization Form

Ownership Changes -

1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Communication Plan HCM-005-COM

MM102 - Money Movement Paycard Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation

Ownership Changes -

1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 538 Off Cycle Payroll Processing

Functionality Changes -

1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Issues Not Addressed -

1 Ability to print on-demand checks at institution level

Ownership Changes -

1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF002 - ACH Returns (Direct Deposit Rejects) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Ownership Changes -

1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF003 - Check and ACH (Direct Deposit) Reversal Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Functionality Changes -

1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

New Forms -

1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

Ownership Changes -

1 SSC will process check and ACH reversals instead of institutional practitioners

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF004 - Escheatment (State Dated Check) Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Comm Accitment ounting HR Payroll

Business Procedures Impacted -

1 See 191 Unclaimed Property

Functionality Changes -

1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF101 - Monitor Positive Pay Exception Reports (9800P) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 58 HCM Related Funding Money Movement

Functionality Changes -

1 Utilization of 9800P AP unit

Ownership Changes -

1 SSC Money Movement Team will review the daily positive pay exception reports

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

Wells Fargo - Banking Services MM101 - Money Movement Payroll Funding Cash Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 58 oneusg HCM Related Funding Money Movement

Conversion Approach -

1 Institutions bank information and authorization must be obtained prior to conversion

Functionality Changes -

1 ADP currently initiates funding of payroll by creating reverse wires to draw funds from the Institutions to ADP ADP initiates multiple draws from each institution for each payroll SSC will initiate the funding of payroll in one pull from the institutions for the full payroll funding needs

New Forms -

1 Bank Authorization Form

Ownership Changes -

1 SSC will initiate the funding by creating the reverse wire to draw funds from Institutions to ADP

Tuesday July 12 2016 Page 1 of 9

DRAFT

HCM Communication Plan HCM-005-COM

MM102 - Money Movement Paycard Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation

Ownership Changes -

1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 538 Off Cycle Payroll Processing

Functionality Changes -

1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Issues Not Addressed -

1 Ability to print on-demand checks at institution level

Ownership Changes -

1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF002 - ACH Returns (Direct Deposit Rejects) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Ownership Changes -

1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF003 - Check and ACH (Direct Deposit) Reversal Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Functionality Changes -

1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

New Forms -

1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

Ownership Changes -

1 SSC will process check and ACH reversals instead of institutional practitioners

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF004 - Escheatment (State Dated Check) Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Comm Accitment ounting HR Payroll

Business Procedures Impacted -

1 See 191 Unclaimed Property

Functionality Changes -

1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF101 - Monitor Positive Pay Exception Reports (9800P) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 58 HCM Related Funding Money Movement

Functionality Changes -

1 Utilization of 9800P AP unit

Ownership Changes -

1 SSC Money Movement Team will review the daily positive pay exception reports

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

MM102 - Money Movement Paycard Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation

Ownership Changes -

1 SSC will approve requests for exemption from direct deposit for employees Employees approved for the exemption from direct deposit will be paid by paycard

Tuesday July 12 2016 Page 2 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 538 Off Cycle Payroll Processing

Functionality Changes -

1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Issues Not Addressed -

1 Ability to print on-demand checks at institution level

Ownership Changes -

1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF002 - ACH Returns (Direct Deposit Rejects) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Ownership Changes -

1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF003 - Check and ACH (Direct Deposit) Reversal Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Functionality Changes -

1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

New Forms -

1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

Ownership Changes -

1 SSC will process check and ACH reversals instead of institutional practitioners

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF004 - Escheatment (State Dated Check) Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Comm Accitment ounting HR Payroll

Business Procedures Impacted -

1 See 191 Unclaimed Property

Functionality Changes -

1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF101 - Monitor Positive Pay Exception Reports (9800P) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 58 HCM Related Funding Money Movement

Functionality Changes -

1 Utilization of 9800P AP unit

Ownership Changes -

1 SSC Money Movement Team will review the daily positive pay exception reports

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 538 Off Cycle Payroll Processing

Functionality Changes -

1 Wells Fargo will print and mail on and off-cycle checks 2 Direct deposit processing will be provided by Wells Fargo

Issues Not Addressed -

1 Ability to print on-demand checks at institution level

Ownership Changes -

1 Shared Services will have the responsibility for creating on and off-cycle check and direct deposit files and submitting the files to Wells Fargo for processing

Tuesday July 12 2016 Page 3 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF002 - ACH Returns (Direct Deposit Rejects) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Ownership Changes -

1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF003 - Check and ACH (Direct Deposit) Reversal Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Functionality Changes -

1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

New Forms -

1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

Ownership Changes -

1 SSC will process check and ACH reversals instead of institutional practitioners

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF004 - Escheatment (State Dated Check) Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Comm Accitment ounting HR Payroll

Business Procedures Impacted -

1 See 191 Unclaimed Property

Functionality Changes -

1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF101 - Monitor Positive Pay Exception Reports (9800P) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 58 HCM Related Funding Money Movement

Functionality Changes -

1 Utilization of 9800P AP unit

Ownership Changes -

1 SSC Money Movement Team will review the daily positive pay exception reports

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

WF002 - ACH Returns (Direct Deposit Rejects) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Ownership Changes -

1 Wells Fargo will provide ACH (Direct Deposit) rejects through the CEO Portal instead of ADP Print Services

Tuesday July 12 2016 Page 4 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF003 - Check and ACH (Direct Deposit) Reversal Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Functionality Changes -

1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

New Forms -

1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

Ownership Changes -

1 SSC will process check and ACH reversals instead of institutional practitioners

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF004 - Escheatment (State Dated Check) Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Comm Accitment ounting HR Payroll

Business Procedures Impacted -

1 See 191 Unclaimed Property

Functionality Changes -

1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF101 - Monitor Positive Pay Exception Reports (9800P) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 58 HCM Related Funding Money Movement

Functionality Changes -

1 Utilization of 9800P AP unit

Ownership Changes -

1 SSC Money Movement Team will review the daily positive pay exception reports

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

WF003 - Check and ACH (Direct Deposit) Reversal Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 531 Method of Payment for Compensation 2 BPM 582 Funding of Employee Net Pay

Functionality Changes -

1 Wells Fargo CEO Portal will be accessed to process check and ACH reversals instead of ADP Smart Compliance (iPay)

New Forms -

1 Check Stop Payment and ACH (Direct Deposit) Reversal Request Form 2 Documentation Template for Stop PaymentACH Reversal

Ownership Changes -

1 SSC will process check and ACH reversals instead of institutional practitioners

Tuesday July 12 2016 Page 5 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF004 - Escheatment (State Dated Check) Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Comm Accitment ounting HR Payroll

Business Procedures Impacted -

1 See 191 Unclaimed Property

Functionality Changes -

1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF101 - Monitor Positive Pay Exception Reports (9800P) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 58 HCM Related Funding Money Movement

Functionality Changes -

1 Utilization of 9800P AP unit

Ownership Changes -

1 SSC Money Movement Team will review the daily positive pay exception reports

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

WF004 - Escheatment (State Dated Check) Processing Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Comm Accitment ounting HR Payroll

Business Procedures Impacted -

1 See 191 Unclaimed Property

Functionality Changes -

1 Wells Fargo CEO portal will be accessed for escheatment report instead of ADP providing information

Tuesday July 12 2016 Page 6 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF101 - Monitor Positive Pay Exception Reports (9800P) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 58 HCM Related Funding Money Movement

Functionality Changes -

1 Utilization of 9800P AP unit

Ownership Changes -

1 SSC Money Movement Team will review the daily positive pay exception reports

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

WF101 - Monitor Positive Pay Exception Reports (9800P) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 58 HCM Related Funding Money Movement

Functionality Changes -

1 Utilization of 9800P AP unit

Ownership Changes -

1 SSC Money Movement Team will review the daily positive pay exception reports

Tuesday July 12 2016 Page 7 of 9

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS) Groups to Receive Message

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message

Banking Benefits Budget Commitment Accounting HR Payroll

Business Procedures Impacted -

1 BPM 585 oneusg Funding of Voluntary Retirement Plans 2 BPM 586 oneusg Funding of Mandatory Retirment Plans

Ownership Changes -

1 SSC will initiate the file to fund TSAs and ORPs each payroll 2 SSC will initiate the process for TRS to pull funds each month

Tuesday July 12 2016 Page 8 of 9

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Communication Plan HCM-005-COM

End of Report

Tuesday July 12 2016 Page 9 of 9

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team Institution

Audience BOR PAY Analyst

Business Process

Use Case ID

WF00206

Business Process

Use Case ID

WF00301

Business Process

Use Case ID

WF00403

WF002 - ACH Returns (Direct Deposit Rejects)

Business Process Step

Institutional Direct Deposit Processing-Payment Replacement

WF003 - Check and ACH (Direct Deposit) Reversal Processing

Business Process Step

Check Stop PaymentACH (Direct Deposit) Reversal Form Completion

WF004 - Escheatment (State Dated Check) Processing

Business Process Step

Complete USG Escheatment Process

Tuesday July 12 2016 Page 1 of 8

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team SSC

Audience BOR CA Admin S

Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step

MM10102 Create payroll funding file

Tuesday July 12 2016 Page 2 of 8

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team SSC

Audience BOR CA Inquiry S

Business Process MM101 - Money Movement Payroll Funding Cash

Use Case ID Business Process Step

MM10101 Provide invoice to institution

Tuesday July 12 2016 Page 3 of 8

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team SSC

Audience BOR PAY Admin S

Business Process MM102 - Money Movement Paycard

Use Case ID Business Process Step

MM10201 Process approved direct deposit exemption request

MM10202 Process denied direct deposit exemption request

Business Process WF001 - Check Printing (On-cycle and Off-cycle) and Direct Deposit Processing

Use Case ID Business Process Step

WF00101 Payroll Check Print Output (BPAY003)

WF00102 Direct Deposit Output (BDDP001)

WF00103 WF Notification to SSC-Check Print File Detail

WF00104 WF Notification to SSC-Direct Deposit File Details

WF00105 Validate Output to Wells Fargo Detail

Business Process WF002 - ACH Returns (Direct Deposit Rejects)

Use Case ID Business Process Step

WF00202 Access Wells Fargo CEO Portal for ACHDirect Deposit Reject Report

WF00203 Complete Direct Deposit Reject Documentation

WF00204 Direct Deposit Reject Document to SFTP

WF00205 DD Reject Email Notification

Business Process WF003 - Check and ACH (Direct Deposit) Reversal Processing

Use Case ID Business Process Step

WF00302 Check Stop Payment Process

WF00303 Direct Deposit Reversal

WF00305 CheckACH Reversal Documentation

Business Process WF004 - Escheatment (State Dated Check) Processing

Use Case ID Business Process Step

WF00401 Notification and Research of Uncashed Checks

Tuesday July 12 2016 Page 4 of 8

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team SSC

Audience BOR PAY Admin S

Business Process WF004 - Escheatment (State Dated Check) Processing

Use Case ID Business Process Step

WF00402 Notification to Institution of Uncashed Check

Tuesday July 12 2016 Page 5 of 8

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team SSC

Audience BOR_AP_INQUIRY

Business Process WF101 - Monitor Positive Pay Exception Reports (9800P)

Use Case ID Business Process Step

WF10101 Review positive pay reports and identify payment issues

Tuesday July 12 2016 Page 6 of 8

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

Wells Fargo - Banking Services Practitioner Team SSC

Audience BP WF Payment Mgr

Business Process

Use Case ID

MM10103

Business Process

Use Case ID

WF10102

Business Process

Use Case ID

WF102

MM101 - Money Movement Payroll Funding Cash

Business Process Step

Upload payroll funding file to bank site

WF101 - Monitor Positive Pay Exception Reports (9800P)

Business Process Step

WF10102 - Enter decision to acceptdeny in banking system

WF102 - Fund Common Remitter Retirement Accounts (TSA ORP TRS)

Business Process Step

WF10201 - Enter ACH Info to fund TSA accounts

Tuesday July 12 2016 Page 7 of 8

DRAFT

HCM Practitioner Training Curriculum HCM-009-TRN

End of Report

Tuesday July 12 2016 Page 8 of 8

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

HC

M

System Configuration Entire Process Budget Prep Entire Process Combo Creation amp Maintenance

If Ad Hoc needed Batch Process

Position Funding Entire Process Paygroup Sync Entire Process Invalid Funding Entire Process Pre-Distribution Audit Run report and make

corrections Sign-off on GL Pre-

Distribution Reports

Run Unapproved Retro Dist Query Resolve Hard-stop

errors

Enter Payline Adjustments

Budget Retro Distributions

Make Changes in Dept Bdg Table

Identify Triggers Run Budget Retro

Dist Process Direct Retro Distributions

If trained Enter and run direct

retros Review and Approve

direct retros

If Institution not trained enter and run direct retros

Process Retro Distributions

Correct Review Actuals Distribution

Review Retro Dist Messages Approve Budget

Retros Update Actuals

Process Paycheck to Actuals

Dist Recon Process Correct Review

Actuals Distribution Payroll to GL Interface

Run and Work Payroll Messages Report Correct 999999

Errors Correct Suspense

Errors Reconcile GL

Process Log and Payroll Summary Reconcile HR

ACCTG Line to PSB Run Balanced JE

Query Reconcile HCM

counts to FIN Counts

Backup CA Dist Tables Run Actuals

Distribution Run Paycheck to

Actuals Dist Recon Report Run GL Interface

Process (PAYGL02) Delete Unapproved

Retro Dist and Notify Institution

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

Suspense Correction Identify and Correct Suspense Activity

Money Movement Accounting

Reconcile and Post JE

Create and Reconcile JE

Process Vendor Payments

Run AP Staging Tables Reconcile PAYGL02

to AP Staging Tables

Create AP Vouchers Paying Providers

Process Publish AP

Vouchers to Financials

Encumbrance Projection

Verify counts and process JE Query HCM

Budget_Actuals table

Encumbrance Calculation Encumbrance Report Encumbrance JE

Create (PAYGL03) HCM Zero Personal Services Encumbrances

Verify counts and process JE

Run Process

System Data Restore Assist in identification of need and date of restore

Restore Data

Outstanding Liabilities Report

Run and Reconcile Report

Approve Reconciliation

Federal Work Study Payroll File

Download File and Upload to Banner

Create FWS File

Bank Recon HCM Account

Entire Process

Fina

ncia

ls

Combo Creation amp Maintenance

Entire Process

Chartfield Maintenance

Entire Process except for SHARE chartfields

Enter SHARE chartfields

Approve SHARE chartfields

HCM GL Integration Entire Process PSB Integration Entire Process FIN Suspense Budget Analysis

Entire Process

HCM Integration with Expenses

Entire Process

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

Common Remitter TSA

Reconcile and Identify Adjustments

Load Tables Process Adjustments Extract Validate and

Upload Files Create Invoices Create Accounting

Entries Common Remitter ORP

Process Adjustments and Validations

Load Tables Extract Validate and

Upload Files Create Invoices Create Accounting

Entries Common Remitter TRSERSGDCP

Process Adjustments and Validations

Load Tables Extract Validate and

Upload Files Create Invoices

Process Payments for HCM

Entire Process except paycycle approval

Approve paycycle

AP GL Integration Process JE VoidStop HCM AP Payments

Entire Process

Vendor Maintenance Entire Process except approval of reverse wire requests

Approve reverse wire requests

Bank Reconciliation -AP

Entire Process

LOA Billing Bill Employee TIGA Reporting Entire Process Benefits Reconciliation

Correct Reconciling Items

Prepare Reconciliation

Approve Reconciliation

Monitor Personal Services Budgets

Entire Process

PSFIN Zero Personal Services Encumbrance

Post JE Run Process

HCM to FIN Reconciliation

Entire Process

Banking Changes HCM AP Account

Entire Process

Table Setup and Maintenance 980 Only

Identify Need and Obtain Approvals

AddUpdate

OpenClose Periods 980 Only

Complete Transaction Processing

Close Periods

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-MoneyMovement

SSC-Payroll ITS USO

Wel

ls F

argo

Money Movement- Payroll Funding Cash

Approve Invoice Create FileUpload File

Approve File

Money Movement Paycard

Coordinate with EEand SSC

Contact CenterUpdate info for EERecord

Process Exemption Requests Provide Paycard

Info Monitor Paycard

ProgressPositive Pay Exceptions-AP

Entire Process

Fund Common Remitter Accounts

Entire Process

DRAFT

• 0000-160531-HCM-019-OTH-Sign Off Binder Cover-WF
• 0001-Table of Contents_R3-WF
• 01 - 160531 - Wells Fargo Data Flow
• 02-160712-HCM-003-BPR-HCM Business Process Listing-WF
• 0301 - MM101 - Money Movement v20160701
• 0302 - MM102 - Money Movement Paycard 20160628
• 0303 - WF101 Monitor Positive Pay Files 20160628
• 03031 - WF102 - Fund CR Accounts 20160628
• 0303-WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processing
• • WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processingvsdx
  • • WF001
    • • 0304-WF002 - Direct Deposit Reject Processing
      • • WF002 - Direct Deposit Reject Processingvsdx
        • • WF002
          • • 0305-WF003 - Check and ACH (Direct Deposit) Reversal Processing
            • • WF003 - Check and ACH (Direct Deposit) Reversal Processingvsdx
              • • WF003
                • • 0306-WF004 - Escheatment (Outstanding Check) Processing
                  • • WF004 - Escheatment (Outstanding Check) Processingvsdx
                    • • WF004
                      • • 04-160712-HCM-002-BPR-HCM Bus Proc Fact Sheet-WF
                        • 05-160712-HCM-006-DPT-HCM Decision Points-WF
                        • 06-160712-HCM-010-TST-HCM Use Cases-WF
                        • 07-160712-HCM-004-REQ-HCM Business Requirements-WF
                        • 08-160712-HCM-015-RIC-RICE Inventory-WF
                        • 09-160712-HCM-016-RIC-RICE Inventory with Requirements-WF
                        • 10-160712-HCM-005_3-COM-HCM Comm Schedule-WF
                        • 11-160712-HCM-009-TRN-HCM Practitioner Training Curriculum-WF
                        • 12 - Roles Responsibilities Summary

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

HC

M

System Configuration Entire Process Budget Prep Entire Process Combo Creation amp Maintenance

If Ad Hoc needed Batch Process

Position Funding Entire Process Paygroup Sync Entire Process Invalid Funding Entire Process Pre-Distribution Audit Run report and make

corrections Sign-off on GL Pre-

Distribution Reports

Run Unapproved Retro Dist Query Resolve Hard-stop

errors

Enter Payline Adjustments

Budget Retro Distributions

Make Changes in Dept Bdg Table

Identify Triggers Run Budget Retro

Dist Process Direct Retro Distributions

If trained Enter and run direct

retros Review and Approve

direct retros

If Institution not trained enter and run direct retros

Process Retro Distributions

Correct Review Actuals Distribution

Review Retro Dist Messages Approve Budget

Retros Update Actuals

Process Paycheck to Actuals

Dist Recon Process Correct Review

Actuals Distribution Payroll to GL Interface

Run and Work Payroll Messages Report Correct 999999

Errors Correct Suspense

Errors Reconcile GL

Process Log and Payroll Summary Reconcile HR

ACCTG Line to PSB Run Balanced JE

Query Reconcile HCM

counts to FIN Counts

Backup CA Dist Tables Run Actuals

Distribution Run Paycheck to

Actuals Dist Recon Report Run GL Interface

Process (PAYGL02) Delete Unapproved

Retro Dist and Notify Institution

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

Suspense Correction Identify and Correct Suspense Activity

Money Movement Accounting

Reconcile and Post JE

Create and Reconcile JE

Process Vendor Payments

Run AP Staging Tables Reconcile PAYGL02

to AP Staging Tables

Create AP Vouchers Paying Providers

Process Publish AP

Vouchers to Financials

Encumbrance Projection

Verify counts and process JE Query HCM

Budget_Actuals table

Encumbrance Calculation Encumbrance Report Encumbrance JE

Create (PAYGL03) HCM Zero Personal Services Encumbrances

Verify counts and process JE

Run Process

System Data Restore Assist in identification of need and date of restore

Restore Data

Outstanding Liabilities Report

Run and Reconcile Report

Approve Reconciliation

Federal Work Study Payroll File

Download File and Upload to Banner

Create FWS File

Bank Recon HCM Account

Entire Process

Fina

ncia

ls

Combo Creation amp Maintenance

Entire Process

Chartfield Maintenance

Entire Process except for SHARE chartfields

Enter SHARE chartfields

Approve SHARE chartfields

HCM GL Integration Entire Process PSB Integration Entire Process FIN Suspense Budget Analysis

Entire Process

HCM Integration with Expenses

Entire Process

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

Common Remitter TSA

Reconcile and Identify Adjustments

Load Tables Process Adjustments Extract Validate and

Upload Files Create Invoices Create Accounting

Entries Common Remitter ORP

Process Adjustments and Validations

Load Tables Extract Validate and

Upload Files Create Invoices Create Accounting

Entries Common Remitter TRSERSGDCP

Process Adjustments and Validations

Load Tables Extract Validate and

Upload Files Create Invoices

Process Payments for HCM

Entire Process except paycycle approval

Approve paycycle

AP GL Integration Process JE VoidStop HCM AP Payments

Entire Process

Vendor Maintenance Entire Process except approval of reverse wire requests

Approve reverse wire requests

Bank Reconciliation -AP

Entire Process

LOA Billing Bill Employee TIGA Reporting Entire Process Benefits Reconciliation

Correct Reconciling Items

Prepare Reconciliation

Approve Reconciliation

Monitor Personal Services Budgets

Entire Process

PSFIN Zero Personal Services Encumbrance

Post JE Run Process

HCM to FIN Reconciliation

Entire Process

Banking Changes HCM AP Account

Entire Process

Table Setup and Maintenance 980 Only

Identify Need and Obtain Approvals

AddUpdate

OpenClose Periods 980 Only

Complete Transaction Processing

Close Periods

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-MoneyMovement

SSC-Payroll ITS USO

Wel

ls F

argo

Money Movement- Payroll Funding Cash

Approve Invoice Create FileUpload File

Approve File

Money Movement Paycard

Coordinate with EEand SSC

Contact CenterUpdate info for EERecord

Process Exemption Requests Provide Paycard

Info Monitor Paycard

ProgressPositive Pay Exceptions-AP

Entire Process

Fund Common Remitter Accounts

Entire Process

DRAFT

• 0000-160531-HCM-019-OTH-Sign Off Binder Cover-WF
• 0001-Table of Contents_R3-WF
• 01 - 160531 - Wells Fargo Data Flow
• 02-160712-HCM-003-BPR-HCM Business Process Listing-WF
• 0301 - MM101 - Money Movement v20160701
• 0302 - MM102 - Money Movement Paycard 20160628
• 0303 - WF101 Monitor Positive Pay Files 20160628
• 03031 - WF102 - Fund CR Accounts 20160628
• 0303-WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processing
• • WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processingvsdx
  • • WF001
    • • 0304-WF002 - Direct Deposit Reject Processing
      • • WF002 - Direct Deposit Reject Processingvsdx
        • • WF002
          • • 0305-WF003 - Check and ACH (Direct Deposit) Reversal Processing
            • • WF003 - Check and ACH (Direct Deposit) Reversal Processingvsdx
              • • WF003
                • • 0306-WF004 - Escheatment (Outstanding Check) Processing
                  • • WF004 - Escheatment (Outstanding Check) Processingvsdx
                    • • WF004
                      • • 04-160712-HCM-002-BPR-HCM Bus Proc Fact Sheet-WF
                        • 05-160712-HCM-006-DPT-HCM Decision Points-WF
                        • 06-160712-HCM-010-TST-HCM Use Cases-WF
                        • 07-160712-HCM-004-REQ-HCM Business Requirements-WF
                        • 08-160712-HCM-015-RIC-RICE Inventory-WF
                        • 09-160712-HCM-016-RIC-RICE Inventory with Requirements-WF
                        • 10-160712-HCM-005_3-COM-HCM Comm Schedule-WF
                        • 11-160712-HCM-009-TRN-HCM Practitioner Training Curriculum-WF
                        • 12 - Roles Responsibilities Summary

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

Suspense Correction Identify and Correct Suspense Activity

Money Movement Accounting

Reconcile and Post JE

Create and Reconcile JE

Process Vendor Payments

Run AP Staging Tables Reconcile PAYGL02

to AP Staging Tables

Create AP Vouchers Paying Providers

Process Publish AP

Vouchers to Financials

Encumbrance Projection

Verify counts and process JE Query HCM

Budget_Actuals table

Encumbrance Calculation Encumbrance Report Encumbrance JE

Create (PAYGL03) HCM Zero Personal Services Encumbrances

Verify counts and process JE

Run Process

System Data Restore Assist in identification of need and date of restore

Restore Data

Outstanding Liabilities Report

Run and Reconcile Report

Approve Reconciliation

Federal Work Study Payroll File

Download File and Upload to Banner

Create FWS File

Bank Recon HCM Account

Entire Process

Fina

ncia

ls

Combo Creation amp Maintenance

Entire Process

Chartfield Maintenance

Entire Process except for SHARE chartfields

Enter SHARE chartfields

Approve SHARE chartfields

HCM GL Integration Entire Process PSB Integration Entire Process FIN Suspense Budget Analysis

Entire Process

HCM Integration with Expenses

Entire Process

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

Common Remitter TSA

Reconcile and Identify Adjustments

Load Tables Process Adjustments Extract Validate and

Upload Files Create Invoices Create Accounting

Entries Common Remitter ORP

Process Adjustments and Validations

Load Tables Extract Validate and

Upload Files Create Invoices Create Accounting

Entries Common Remitter TRSERSGDCP

Process Adjustments and Validations

Load Tables Extract Validate and

Upload Files Create Invoices

Process Payments for HCM

Entire Process except paycycle approval

Approve paycycle

AP GL Integration Process JE VoidStop HCM AP Payments

Entire Process

Vendor Maintenance Entire Process except approval of reverse wire requests

Approve reverse wire requests

Bank Reconciliation -AP

Entire Process

LOA Billing Bill Employee TIGA Reporting Entire Process Benefits Reconciliation

Correct Reconciling Items

Prepare Reconciliation

Approve Reconciliation

Monitor Personal Services Budgets

Entire Process

PSFIN Zero Personal Services Encumbrance

Post JE Run Process

HCM to FIN Reconciliation

Entire Process

Banking Changes HCM AP Account

Entire Process

Table Setup and Maintenance 980 Only

Identify Need and Obtain Approvals

AddUpdate

OpenClose Periods 980 Only

Complete Transaction Processing

Close Periods

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-MoneyMovement

SSC-Payroll ITS USO

Wel

ls F

argo

Money Movement- Payroll Funding Cash

Approve Invoice Create FileUpload File

Approve File

Money Movement Paycard

Coordinate with EEand SSC

Contact CenterUpdate info for EERecord

Process Exemption Requests Provide Paycard

Info Monitor Paycard

ProgressPositive Pay Exceptions-AP

Entire Process

Fund Common Remitter Accounts

Entire Process

DRAFT

• 0000-160531-HCM-019-OTH-Sign Off Binder Cover-WF
• 0001-Table of Contents_R3-WF
• 01 - 160531 - Wells Fargo Data Flow
• 02-160712-HCM-003-BPR-HCM Business Process Listing-WF
• 0301 - MM101 - Money Movement v20160701
• 0302 - MM102 - Money Movement Paycard 20160628
• 0303 - WF101 Monitor Positive Pay Files 20160628
• 03031 - WF102 - Fund CR Accounts 20160628
• 0303-WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processing
• • WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processingvsdx
  • • WF001
    • • 0304-WF002 - Direct Deposit Reject Processing
      • • WF002 - Direct Deposit Reject Processingvsdx
        • • WF002
          • • 0305-WF003 - Check and ACH (Direct Deposit) Reversal Processing
            • • WF003 - Check and ACH (Direct Deposit) Reversal Processingvsdx
              • • WF003
                • • 0306-WF004 - Escheatment (Outstanding Check) Processing
                  • • WF004 - Escheatment (Outstanding Check) Processingvsdx
                    • • WF004
                      • • 04-160712-HCM-002-BPR-HCM Bus Proc Fact Sheet-WF
                        • 05-160712-HCM-006-DPT-HCM Decision Points-WF
                        • 06-160712-HCM-010-TST-HCM Use Cases-WF
                        • 07-160712-HCM-004-REQ-HCM Business Requirements-WF
                        • 08-160712-HCM-015-RIC-RICE Inventory-WF
                        • 09-160712-HCM-016-RIC-RICE Inventory with Requirements-WF
                        • 10-160712-HCM-005_3-COM-HCM Comm Schedule-WF
                        • 11-160712-HCM-009-TRN-HCM Practitioner Training Curriculum-WF
                        • 12 - Roles Responsibilities Summary

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-Money Movement

SSC-Payroll ITS USO

Common Remitter TSA

Reconcile and Identify Adjustments

Load Tables Process Adjustments Extract Validate and

Upload Files Create Invoices Create Accounting

Entries Common Remitter ORP

Process Adjustments and Validations

Load Tables Extract Validate and

Upload Files Create Invoices Create Accounting

Entries Common Remitter TRSERSGDCP

Process Adjustments and Validations

Load Tables Extract Validate and

Upload Files Create Invoices

Process Payments for HCM

Entire Process except paycycle approval

Approve paycycle

AP GL Integration Process JE VoidStop HCM AP Payments

Entire Process

Vendor Maintenance Entire Process except approval of reverse wire requests

Approve reverse wire requests

Bank Reconciliation -AP

Entire Process

LOA Billing Bill Employee TIGA Reporting Entire Process Benefits Reconciliation

Correct Reconciling Items

Prepare Reconciliation

Approve Reconciliation

Monitor Personal Services Budgets

Entire Process

PSFIN Zero Personal Services Encumbrance

Post JE Run Process

HCM to FIN Reconciliation

Entire Process

Banking Changes HCM AP Account

Entire Process

Table Setup and Maintenance 980 Only

Identify Need and Obtain Approvals

AddUpdate

OpenClose Periods 980 Only

Complete Transaction Processing

Close Periods

DRAFT

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-MoneyMovement

SSC-Payroll ITS USO

Wel

ls F

argo

Money Movement- Payroll Funding Cash

Approve Invoice Create FileUpload File

Approve File

Money Movement Paycard

Coordinate with EEand SSC

Contact CenterUpdate info for EERecord

Process Exemption Requests Provide Paycard

Info Monitor Paycard

ProgressPositive Pay Exceptions-AP

Entire Process

Fund Common Remitter Accounts

Entire Process

DRAFT

• 0000-160531-HCM-019-OTH-Sign Off Binder Cover-WF
• 0001-Table of Contents_R3-WF
• 01 - 160531 - Wells Fargo Data Flow
• 02-160712-HCM-003-BPR-HCM Business Process Listing-WF
• 0301 - MM101 - Money Movement v20160701
• 0302 - MM102 - Money Movement Paycard 20160628
• 0303 - WF101 Monitor Positive Pay Files 20160628
• 03031 - WF102 - Fund CR Accounts 20160628
• 0303-WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processing
• • WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processingvsdx
  • • WF001
    • • 0304-WF002 - Direct Deposit Reject Processing
      • • WF002 - Direct Deposit Reject Processingvsdx
        • • WF002
          • • 0305-WF003 - Check and ACH (Direct Deposit) Reversal Processing
            • • WF003 - Check and ACH (Direct Deposit) Reversal Processingvsdx
              • • WF003
                • • 0306-WF004 - Escheatment (Outstanding Check) Processing
                  • • WF004 - Escheatment (Outstanding Check) Processingvsdx
                    • • WF004
                      • • 04-160712-HCM-002-BPR-HCM Bus Proc Fact Sheet-WF
                        • 05-160712-HCM-006-DPT-HCM Decision Points-WF
                        • 06-160712-HCM-010-TST-HCM Use Cases-WF
                        • 07-160712-HCM-004-REQ-HCM Business Requirements-WF
                        • 08-160712-HCM-015-RIC-RICE Inventory-WF
                        • 09-160712-HCM-016-RIC-RICE Inventory with Requirements-WF
                        • 10-160712-HCM-005_3-COM-HCM Comm Schedule-WF
                        • 11-160712-HCM-009-TRN-HCM Practitioner Training Curriculum-WF
                        • 12 - Roles Responsibilities Summary

Draft Updated 07‐14‐16 Roles and Responsibilities Summary Commitment Accounting GA FIRST Wells Fargo

Process Institution SSC-Accounting SSC-MoneyMovement

SSC-Payroll ITS USO

Wel

ls F

argo

Money Movement- Payroll Funding Cash

Approve Invoice Create FileUpload File

Approve File

Money Movement Paycard

Coordinate with EEand SSC

Contact CenterUpdate info for EERecord

Process Exemption Requests Provide Paycard

Info Monitor Paycard

ProgressPositive Pay Exceptions-AP

Entire Process

Fund Common Remitter Accounts

Entire Process

DRAFT

• 0000-160531-HCM-019-OTH-Sign Off Binder Cover-WF
• 0001-Table of Contents_R3-WF
• 01 - 160531 - Wells Fargo Data Flow
• 02-160712-HCM-003-BPR-HCM Business Process Listing-WF
• 0301 - MM101 - Money Movement v20160701
• 0302 - MM102 - Money Movement Paycard 20160628
• 0303 - WF101 Monitor Positive Pay Files 20160628
• 03031 - WF102 - Fund CR Accounts 20160628
• 0303-WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processing
• • WF001 - Check Printing (On-Cycle and Off-Cycle) and Direct Deposit Processingvsdx
  • • WF001
    • • 0304-WF002 - Direct Deposit Reject Processing
      • • WF002 - Direct Deposit Reject Processingvsdx
        • • WF002
          • • 0305-WF003 - Check and ACH (Direct Deposit) Reversal Processing
            • • WF003 - Check and ACH (Direct Deposit) Reversal Processingvsdx
              • • WF003
                • • 0306-WF004 - Escheatment (Outstanding Check) Processing
                  • • WF004 - Escheatment (Outstanding Check) Processingvsdx
                    • • WF004
                      • • 04-160712-HCM-002-BPR-HCM Bus Proc Fact Sheet-WF
                        • 05-160712-HCM-006-DPT-HCM Decision Points-WF
                        • 06-160712-HCM-010-TST-HCM Use Cases-WF
                        • 07-160712-HCM-004-REQ-HCM Business Requirements-WF
                        • 08-160712-HCM-015-RIC-RICE Inventory-WF
                        • 09-160712-HCM-016-RIC-RICE Inventory with Requirements-WF
                        • 10-160712-HCM-005_3-COM-HCM Comm Schedule-WF
                        • 11-160712-HCM-009-TRN-HCM Practitioner Training Curriculum-WF
                        • 12 - Roles Responsibilities Summary