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Agenda. Ah-Ha Moments Part 1. Our World in Legacy. Human Resources. Benefits. Payroll. Working Together with HRS. Ah-Ha Moments. Agenda. General Benefits Eligibility Job Data Entry Deadline – 6:00PM The Journey of a Missed Payroll Request and Off-Cycle Checks Foreign Nationals
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Our World in Legacy Human Resources Benefits Payroll
Agenda • General Benefits Eligibility • Job Data Entry Deadline – 6:00PM • The Journey of a Missed Payroll Request and Off-Cycle Checks • Foreign Nationals • Funding • Continuity Codes
Benefit Program 24 total Benefit Programs – 4 broad categories
Graduate Benefits Eligibility at a Glance Note – once employee does not meet FTE requirement, grad benefit eligibility is lost
WRS Eligibility at a Glance • Must look at employment as a whole, not each position
Job Data Entry Deadline – 6:00PM Job Data changes entered after 6:00pm will not be picked up by the nightly benefits administration processes.
Job Data Entry Deadline – 6:00PM Consequences of entry after 6:00PM If you enter a job data change that affects benefits eligibility (ex. empl class change, change continuity code, change FTE, new hire, termination….), the following may occur: • Won’t be assigned to a benefits program or the correct benefits program • WRS deductions may never start (or stop) • No New Hire benefits event will be created (missed enrollment) • If entering termination, termination events won’t process & insurances won’t terminate HRS may abend one or more times per night • Staff on-call watching benefits processes • SC staff must manually fix employee(s) who cause abends
Job Data Entry Deadline – 6:00PM When will job changes be picked up if made after 6:00PM? Change will NEVER be picked up until next job entry is done for a different effective date (may have already missed enrollments) • Which means MSC event could appear much later than the effective date of the change A termination will NEVER be picked up (if truly the end of employment) How can I monitor this? Currently no way to monitor this – must rely on strong communication between HR and benefits
Job Data Entry Deadline – 6:00PM Can we change the entry deadline? No simple answer If you move one process to a later time, you make then all later (run in sequential order starting at 6:00pm) – all processes must run to get payroll edit reports by morning Service Center staff on-call every night watching batch processes and correcting abends When is it “safe” to enter job data changes? Once the benefits administration processes end – typically processes finish no later than midnight
Job Data Entry Deadline – 6:00PM Best Practices Don’t enter any job data changes after 6:00PM If job data changes are made after that time, HR needs to communicate with payroll and benefits staff to monitor benefits and deductions If you notice that HRS didn’t respond correctly to job data changes, contact the Service Center to re-trigger the event so the information is picked up by the benefits processes.
The Journey of a Missed Payroll Request and Off-Cycle Checks
Missed Payroll Request A missed payroll request is often made when there is some form of underpayment to an employee. Ways to Correct Underpayments On Cycle: Let the missed pay process through regular channels in HRS (enter/approve time for hourly employees) Payline Request Off Cycle: Missed Payroll Request Best Practice: Use Missed Payroll Request as last option – always ask employee if willing to wait for payment on regular check cycle
Off-Cycle Process:Journey of a Missed Payroll Request • Averages out to 34 min/check • 2,121 MPRs since 7/1/13 = ~1,202 hours spent processing MPRs
Foreign Nationals • A foreign national in F or J status is charged FICA from January 1st in the year they become a Resident Alien -- regardless of the date they become substantially present (i.e., F1/J1 who’ll pass the IRS Substantial Presence Test on 7/3/2014, will be charged FICA on 2014 paychecks beginning 1/3/2014, if no student FICA exemption). • Departments/Employees should consider this when budgeting FICA withholding liability. • Future employees should be discouraged from visiting US in F/J status in year PRIOR to appointment/study start date, which could ‘waste’ exempt year of IRS Substantial Presence Test http://www.irs.gov/Individuals/International-Taxpayers/Substantial-Presence-Test
Funding There have been instances of users updating funding by terminating an appointment and adding a new one or adding additional empl records – NOT necessary and disrupts HRS processes. Consequences Job terminations will terminate benefits Terminations and rehires cause problems with funding entry Funding may not be properly charged
Funding Best Practice Use information (effective date and organization department) from Job Data (Workforce Administration>Job Information>Job Data) to update funding on Funding Entry page in HRS Funding Entry page (Set Up HRMS > Product Related > Commitment Accounting > Budget Information > Budget Funding Data Entry) Updating Appointment Level funding • Fiscal Year 2014 (review KB 17024) • Fiscal Year 2015 (review KB 39862)
Benefits Eligibility in Legacy Legacy Continuity Codes = 01 (ongoing), 02 (fixed terminal), 03 (fixed renewable), 04 (limited), 05 (acting/interim)
Benefits Eligibility in HRS HRS can’t use appointment start/end dates to determine benefits eligibility – had to come up with an automated way to drive benefits eligibility HRS Solution = modify continuity codes
Continuity Code • * Programed “WRS ELIGIBLE” continuity codes – Also drive leave. • Continuity is assigned to each position, but institutions need to look at the person as a whole, not just each position.
C-Basis: Less than 1 semester • A- or H-Basis: Less than 6 months Continuity Codes C-Basis = Academic Year appointment A- or H-Basis = Annual appointment • C-Basis: 1 semester or greater, but less than or equal to academic year (with no expectation of renewal)A- or H-Basis: 6 months or greater, but less than 12 months 02A • C-Basis: Academic year or greater with expectation of renewal the following semester • A- or H-Basis: 12 months or greater 02B 02C
Continuity Codes • Match continuity code to contract • (may require override) • OR • Match continuity code to benefits eligibility/person as a whole
Policy Meets Process WRS Administration Manual Chapter 3 (section 305) states: “Any time the employer’s expectation of hours to be worked and/or duration of employment changes to an extent that the employee will now meet the WRS eligibility criteria, the employee must be enrolled in the WRS at the time the expectation changed.”
Example New hire - original contract – fixed terminal, 10 months (Jan 1 – Oct 31, 2014) Original contract extended by 6 months on Oct 1 At time contract is extended, employee is expected to meet WRS eligibility requirements (will meet hours & duration) EJED changed on job data to April 30, 2015 You have two options: • Update Continuity Code at time of expectation change; or • Use override in Eligibility Exception Field
Benefits Eligibility Override If a benefits eligibility override is entered in HRS (using Eligibility Exception Field), the override will attach to the employee until termination. Consequence – job changes could change benefits eligibility but HRS will NOT identify new eligibility and enrollments will be missed (including WRS).
Benefits Eligibility Override The institution should NOT update the Eligibility Exception Field – contact the Service Center if you feel this field should be updated. The override should be an exception – not the norm The number of employees who truly need an benefits eligibility override is less than 0.5% of employee population.
Continuity Code Changes Once Benefits Eligibility Determined WRS Benefits Once employee under WRS, will remain under the WRS regardless of continuity code selected, as long as in WRS eligible employment class. Grad Benefits Grad benefits for SA and ET – must have 02B or 02C to remain benefits eligible
- Next -Breakout Sessions Start at 11:15am • How to Identify Benefit Issues Room: Stonefield/Harvest • Foreign National Management Room: Evergreen/Frontier • General HR Session for Transactional Users Room: Expo 4 (this room)
