Payroll / HR User Group

1. Payroll / HR User Group March 10th, 20098:30 AM – 12:00 PM

2. Announcements • Presentations ~ Custom Time Entry ~ Benefits Update ~ NVISION Update ~ GLA Demo ~ Holiday Templates Review ~ Employee Reimbursement Auto Deposit ~ Interims Usage • Questions and Answers Today’s PHRUG Agenda

3. Opening Remarks Paul Carlson

4. Announcements I Bonds (Paul Carlson) Star Tran ACH (Paul Carlson) College Savings Plan Changes (Paul Carlson & Wes Mohling) 9.0 Upgrade (Amy Archuleta) Enhanced Payroll Processing (Amy Archuleta)

5. Custom Time Entry Dennis Burling & Tom Lamberson

6. Benefits Update Roger WilsonPaula FankhauserSusie Voecks

7. Benefit Updates • Open Enrollment • Open Enrollment Dates: • Begins April 20th (Monday) • Ends May 15th (Friday) • Newsletter – April 1st (appox.) • Open Enrollment Meeting for HR and Benefits staff – • April 7th • 8:30 – Noon • SCC

8. Benefit Updates • Communication • Open Enrollment Guides • Copies at the April 7th Meeting. • Employee Copies will be delivered to HR staff. • Last year for printed material • Video • Others • FAQ • NIS Instruction • Open Enrollment Meetings • Tele-Conference Meetings • Direct Meetings • WebEX (possible)

9. Benefit Updates • Other Items • No enrollment for Life and LTD plans.  • Employee Additions or Changes During Open Enrollment • Changes after April 3rd through May 15th • COBRA & the Stimulus Act • Employees Terminated “Involuntarily” • After September 1, 2008 • Before December 1, 2009 • 65% / 35% Premium Split • Program Begins March 1, 2009 • Any Questions – Contact Susie Samuelson @ 471-4443

10. Stimulus Issues Effecting Payroll Paul Carlson

11. Stimulus Issues Effecting Payroll Decreased Withholdings COBRA Assistance

12. NVISION Update Brian Svik

13. NVISION Update • NVISION – Interactive Training Tool • Will be used again for Open Enrollment Training • Will be made available on nis.ne.gov and the Benefits Website the week of March 16th. • HELP feature in NIS will be functional with NVISION.

14. Global Leave Administration (GLA) Demo Brian Svik & Steve Lortz

15. GLA Demo If you are interested in using GLA please contact Brian Svik or Steve Lortz. Brian Svik – 471-1467 Steve Lortz – 471-0621 We would be happy to schedule a time for further training.

16. Holiday Templates Review Steve Lortz

17. Holiday Templates Review • Menu Path: Human Resources/Payroll – Agencies > Payroll > Time Card Automation • Detailed Instructions on NIS Web Site – Lesson 5 (Time Entry)

18. Holiday Templates Review • Create employee group – • List Group • Select Group • Combo Group

19. Holiday Templates Review • 2. Create time card template • Assign employee group • Assign Pay Type (240) • Assign holiday hours • Specify date Processing the template creates a time card batch that can be reviewed and approved.

20. Employee Reimbursement Auto Deposit Dee Ward

21. Email Subject Line: Auto Deposit for Employee Reimbursements – New Policy • In the Employee Information – [Automatic Bank Deposit Instructions] window, the agency HR person will enter the new banking instructions for payroll and then enter the following for the banking instructions for expense reimbursements: • Pay Start Date – The date the bank info for expense reimbursements are entered on the Employee Information – [Automatic Bank Deposit Instructions] screen (current date). • Pay Stop Date – Must enter a date identical to the Pay Start Date (current date). • Bank Account number • Bank Trnst No (Bank Routing number) • MC (Method Code) – Enter ‘E’ for Expense Reimbursement • TrCd (Transaction Code) – Type 22 for checking or type 32 for savings Employee Reimbursement Auto Deposit

22. Email Subject Line: Auto Deposit for Employee Reimbursements – New Policy (continued) Example: Employee Reimbursement Auto Deposit

23. Email Subject Line: Auto Deposit for Employee Reimbursements – New Policy (continued) On a weekly basis, the State Accounting Address Book section will then process all new Auto Deposit banking instructions entered by agency HR personnel and will update the Accounts Payable side of NIS with the banking info for employee expense reimbursements. With this new procedure, the agency HR personnel will know what banking instructions, if any, have been entered for expense reimbursements by State Accounting. We will not be going back and updating for existing banking instructions for expense reimbursements in the Employee Information – [Automatic Bank Deposit Instructions] window. If you want this to be current for all employees, you will need to review the existing employees Direct Deposit Agreement forms on file and update the banking instructions window for expense reimbursements using the current date as the Pay Start Date. If you have questions, please contact Dee Ward @ 402-471-0603 or send an email to dee.ward@nebraska.gov. Employee Reimbursement Auto Deposit

24. Correct Way To Enter Employee Reimbursement Auto Deposit

25. Incorrect Entry Employee Reimbursement Auto Deposit

26. Inaccurate Payroll Auto Deposit info may be reflected in the ESS – Auto Deposit Instructions if the stop date is not entered. Employee Reimbursement Auto Deposit

27. Interims Usage Syl Luhring

28. Interim Usage Kudos - Great Job !!!!! • Thanks for working with me to reduce the number of interims used by the department. • Last year, I was charged with the task of reducing the number of interims and the costs associated with them. • I set 2 goals : • Reduce overall usage of interims by addressing specific areas such as • interims created for amounts less than $100. • interims created due to clerical error. • interims created for Terminating employees. • Reduce the number of warrants generated as a result of interims.

29. Interim Usage 42% Significant decline in use of interims for all levels except $5000+. That increase was due to an increase in the number of retirements and estate payments in the 2009 report.

30. Interim Usage Approximately 25% Decrease from 2008 to 2009 Reduced usage by 446 units Reduced time spent system wide ~ 830 hours Reduced costs system wide by ~ $3,122

31. Interim Usage

32. Interim Usage • The next step: • Continue monitoring the use of interims – especially in the areas of • Those less than $100 • Those able to be resolved on the next payroll • Terminated employees ( retirement especially) • Move toward the use of ACH and auto deposits instead of the paper warrant for payment of interims. Thanks Again, Keep up the good work !!!

33. Questions & Answers