Welcome to the Payroll/HR Users Group (PHRUG)

1. Welcome to thePayroll/HR Users Group(PHRUG) Tuesday, July 19, 2005 8:30am – 11:30am

2. Today’s Agenda • Welcome and Opening Remarks • Announcements • Presentations • Payroll Card • Payroll Adjustments to Leave Balances • Interim Policy • State Splits • Termination and Start Dates • Break out session • Small Group Presentations 2

3. Announcements • Upgrade to 8.10 and future upgrades • Shelley Reed’s Replacement • Flex Accounts • HR/Payroll documentation • Help Desk Refresher • Employee Self Service 3

4. NIS Team 4

5. Payroll Card

6. Payroll Card • Current Response • Benefits of using Payroll Card • State • Employee 6

7. Procedures (for complete instructions, please refer to the State Accounting Manual) • When employee requests a payroll card, 2 forms must be completed: • U.S. Bank Visa Payroll Card Sign-up Form • Direct Deposit Agreement • Verify the employee address before sending forms to State Accounting – Address Book. 7

8. Direct Deposit Agreement Form • Enter PC in the second column. • Leave the Account Number and Bank Routing Number fields blank. • When establishing auto deposit instructions in NIS, use ’22’ as the transaction code. 8

9. Payroll Card – Expense Reimbursement • If employee indicates on Direct Deposit Agreement form they want to use the payroll card for expense reimbursement, an email must be sent to State Accounting – Address Book section when the employee has physically received their payroll card in the mail. 9

10. Payroll Card • How have you been encouraging usage? • Problems? • How can we help you? 10

11. Payroll Adjustments to Leave Balances General Policy #30

12. Payroll Adjustments to Leave Balances General Policy #30 • Agencies are responsible for updating their employee payroll records. • When an agency determines an adjustment needs to be made to an employee’s history record (e.g. leave), the correction should be made by following the Leave Adjustments work instructions. 12

13. Payroll Adjustments to Leave Balances • An audit trail should be documented indicating why the change was made and showing the status before and after the change. • It is recommended that this documentation be placed in the employee’s personnel file. • Only in rare circumstances (e.g., when an employee changes leave plans during the year) should an agency request State Accounting make an adjustment to an employee’s history record. 13

14. Payroll Adjustments to Leave Balances • The pay types identified should ONLY be used when the adjustment is for a change to an employee’s hours and there is no financial impact. • Adjustments for current year accruals should be made using One Time Overrides. • Adjustments to current year leave payments should be made with an adjustment to the appropriate pay type on the user’s time card. 14

15. Leave Adjustments • Sick • Agencies should use pay type 892 when making adjustments to prior year (beginning balances) for sick leave. • This pay type should also be used to reduce a retiree’s sick leave balance to zero (after the proper sick leave balance for a retiree has been paid out). • Vacation • Agencies should use pay type 894 when making adjustments to prior year (beginning balances) for vacation leave. • Compensated • Agencies should use pay type 895 when making adjustments to prior year (beginning balances) for compensated time. 15

16. New Monthly Employees Interims

17. New Monthly Employees • What should happen • First pay should be an interim • What has been happening • Backdating the hire date to avoid interims • Problems • Issues with Benefits • Causes retirement and other benefits to be paid in excess; costs the state big money • Resolution • Mandatory use of interims 17

18. Benefit Enrollment Groups/Plan Clean Up & State Splits

19. Benefit Enrollment Clean-up • Open Enrollment 2005 is coming soon! • Run the “Benefit Enrollment Outside of Group” report for your agency. • Check for any errors, and make ALL corrections by September 1, 2005. 19

20. Review the “Description” field on this report carefully. • Is the employee’s benefit group correct? • Is the employee’s benefit plan correct? • Is this person a state split? Are they primary or secondary? • Is this person FTE correct? Are they in the right part-time benefit group if they are part-time, etc? 20

21. Choose Data Selection • Click Submit 21

22. Using data selection you can narrow your search to a specific benefit group or leave it blank and get all benefit groups for your agency employees. • The report will display active and terminated employees. 22

23. “Benefit Enrollment Outside Group” Report 23

24. Termination and Start Dates for Benefits

25. Benefits Dates • Paper forms no longer required for New Hire benefits • Paper forms should only be submitted to DAS State Personnel - Benefits when an employee has a status change. • Employee Benefit information entered into NIS is sent weekly to the benefit vendors • Entering the correct begin and end dates for employees’ coverage is CRITICAL. 25

26. Benefits Dates • Use Enrollment with Eligibility menu option • Do not use the Terminate/Overrides menu option for employee benefit changes and/or new hires when you can use the Enrollment with Eligiblity feature. • Become familiar with NIS Work Instructions: • Entering Employee Records • The User Defined Date 11-20 MUST be entered in order for Enrollment with Eligibility to work correctly. In the Enrollment Effective Date field, enter the first day of the pay period that deductions will start for the employee. • Enrollment with Eligibility • Terminating an Employee • Stop dates are the actual last day of the pay period in which the employee terminated, no matter if your agency is biweekly or monthly 26

27. Example 1: Effective Date for Starting a Deduction New Hire – Monthly • Paycheck received 7/31/05 - Interim – No Deductions • Paycheck received 8/31/05 - Deductions Hire Date 7/1/05 Eligible for Benefits 8/1/05 Effective Date 7/1/05 27

28. Example 2: Effective Date for Starting a Deduction New Hire – Monthly • Paycheck received 7/31/05 – Interim No Deductions • Paycheck received 8/31/05 – No Deductions • Paycheck received 9/30/05 - Deductions Hire Date 7/15/05 Eligible for Benefits 9/1/05 Effective Date 8/1/05 28

29. Example 1: Effective Date for Starting a Deduction New Hire – Biweekly (BW07 Pay Cycle) Hire Date 3/1/05 Eligible for Benefits 4/1/05 Effective Date 3/24/05 This is the FIRST day of the payroll which pulls the first half of April premiums, in this case 3/24/05 29

30. BW07 Master Pay Cycle Dates Last day for March deductions is 3/23/05, therefore the first day of pay period to start deductions is 3/24/05 based on BW07 Master Pay Cycles. 30

31. Example 2: Effective Date for Starting a Deduction New Hire – Biweekly (BW10 Pay Cycle) Hire Date 3/15/05 Eligible for Benefits 5/1/05 Effective Date 4/18/05 This is the FIRST day of the payroll which pulls the first half of May premiums, in this case 4/18/05 31

32. BW10 Master Pay Cycle Dates Last day for April deductions is 4/17/05, therefore the first day of pay period to start deductions is 4/18/05 based on BW10 Master Pay Cycles. 32

33. Example: Effective Date for Terminating a Deduction Status Change – Monthly • Enter 6/1/05 in the Effective Date field. • On Enrollment with Eligibility, choose the plan to stop. • Click Row, Stop – Auto Dt/Sts Divorce Decree dated 12/16/04 Eligible to change Benefit 7/1/05 (after completing 6 month rule) Effective Date 6/1/2005 06/01/2005 33

34. Choose the Plan employee is electing. • Click Row, Elect. • Click Submit. 34

35. View the start and stop dates in Terminate/Overrides • Click on box “Past Enrollment” • 2 Party coverage ended 5/31/05 • Single coverage started 6/1/05 35

36. Example: Effective Date for Employee Terminating Employment Monthly • Terminate/Override Ending Date 6/30/05 – This is the last day of the pay period for July 31 Paycheck • Paycheck in July (using a June pay period date) all premiums would be taken for the month Employee Terminating Employment 7/15/05 36

37. Example: Effective Date for Terminating a Deduction Status Change – Biweekly (BW10 Pay Cycle) Marriage 5/28/05 Eligible for benefits 6/1/05 Effective Date 05/16/05 05/16/05 37

38. BW10 Master Pay Cycle Dates Last day for May deductions 5/15/05, therefore the first day of pay period to start deductions is 5/16/05 based on BW10 Master Pay Cycles. 38

39. Example: Effective Date for Employee Terminating Employment Biweekly (BW19 Pay Cycle) Use Terminate/Override Benefits when terminating an Employee • Employee Terminating Employment 6/15/05 • Coverage Ending Date 6/3/05 – this is the last day of the pay period for June 39

40. BW19 Master Pay Cycle 40

41. In Terminate/Override Benefits, use End Enrollment 41

42. Effective Date is 6/3/05 the last day of the pay period for June deductions. 42

43. Break Out Session

44. Breakout Session Instructions – 10 minutes • Ask a question and work as a group to answer it. Write the question and its answer on the paper. • Think about what HR/Payroll Training your agency needs. Write your ideas on the paper. • Pick one person in your group to present one question from your paper to the large group. blue orange blue 44

45. Small Group Presentations

46. Thank you for coming!Please remember to fill out an evaluation!