Pay Administration Guidelines FY09 COLAMerit Meeting

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Pay Administration Guidelines FY09 COLA/Merit
Meeting

• May 14 15, 2008

2
Welcome

• Patricia Ilowite Compensation/Benefits
• Michelle Mahan Benefits
• Renee Mason International Affairs
• Juliet Dickerson HRSC/Staffing
• Pam Palmer Compensation
• Jackie Ball HR Service Center
• Jim Airey/Ron Powell SOM Deans Office
• Candace Chow Payroll
• Stephen Eddy HR e-Learning

3
Benefits
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Benefits Team

• Joanne Rainey- Benefits Associate
• Vernell Cooper-Benefits Associate
• Sandy Jones- Benefits Specialist
• Michelle Mahan- Benefits Manager
• Patti Ilowite- Director of Compensation Benefits

5
Open Enrollment

• Ends Wed. May 14th
• Employees received email/memo after submitting
  form stating dependent documentation is due 6/1
  if they added a dependent.
• DBM will audit in the summer letters will be
  sent to employees. Payroll Reps. will be copied.

6
Medicare Reminder

• Employees should not enroll in Medicare Part A
  B until retirement.
• State of MD Retirees must enroll in Medicare upon
  eligibility (age 65) or claims will be paid by
  vendor according to Medicare guidelines (20).
  Retiree will be responsible for remainder of
  balance (80).

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Retirement Updates

• Filing for Retirement- new web page
• Fall Retirement Seminars on Campus
• Work/Life Strategies

8
International Affairs
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Human Resources Service Center(HRSC)
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Human Resources Service Center(HRSC)

• Department of Homeland Security is tracking
  mismatches of SSs in conjunction with the
  Social Security Administration
• New regulations will require employers to correct
  mismatches in 5 business days - most due to human
  error
• Verbal verification of social security numbers is
  no longer allowed
• New hires must present their social security card
• We still have the ability to get temporary
  numbers for newly hired foreign born employees

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HRSCHire dates

• Please ensure that your new hire paperwork
  accurately reflects the correct hire date
• Recent situations include employees starting in
  January, and requests made in April to change the
  original hire date which was off by 2 weeks
• Tremendous effort involved to correct this type
  of action in eUMB and it impacts benefits and
  retirement for regular and CII employees

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HRSCTerminations

• Leave payout - You should be reconciling leave
  payouts within 2 pay periods after the date of
  termination
• Trend is developing to miss this and to have to
  rehire the former employee causes issues and a
  lot of unnecessary work.
• Rescind resignation once a termination has been
  processed in eUMB, an employee will have to be
  rehired if they rescind their resignation before
  they come off payroll. We can only make a change
  in the system if the action is future dated for
  the next processing cycle or later.

13
HRSCTerminations vs. transfers

• These are the policies on annual leave for
  regular exempt and non-exempt employees that
  state that annual leave should be transferred
  when an employee accepts another position within
  the campus or USM.
• http//www.usmd.edu/regents/bylaws/SectionVII/VII7
  01.html
• http//www.usmd.edu/regents/bylaws/SectionVII/VII7
  00.html
• We have recently received requests for employees
  to be terminated and rehired in the same pay
  cycle so that they can receive a leave payout.
  The campus does not support this action. It
  would not sustain a central payroll audit.
• A new guideline - If an employee accepts a
  position with another school/department and wants
  to be paid for their accumulated annual and
  holiday leave, they should resign and remain off
  payroll for 2 processing cycles before being
  rehired in the new department.
• This will allow complete reconciliation of leave
  payout, which is an ongoing problem.
• The employee will need to be aware that their
  benefits and retirement will be interrupted, and
  they will need to reenroll.

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HRSCChanges to processing schedule

• Starting in June, the cutoff time to drop off
  actions will be Noon instead of 4pm.
• This will allow additional time needed to process
  last minute paperwork.
• When holidays impact the Central Payroll
  schedule, the cutoff day will move to Thursday.
  Please see http//www.hr.umaryland.edu/servicecent
  er/eumbforms.htm to access the HRSC processing
  schedule.

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Leave accrualSenate Bill 177

• Effective October 1, 2008, the maximum amount of
  annual leave that can be carried over from 1 year
  to the next will increase from 400 hours (50
  days) to 600 hours (75 days).
• Any accumulated unused leave in excess of 600
  hours shall be forfeited at the beginning of the
  first full pay period of the next calendar year.
• Upon termination, employees will only be paid for
  400 annual leave hours and any additional annual
  leave hours that were accrued in that calendar
  year.
• Additional information will be coming on how to
  manage this change in the fall.

16
Background Checks

• Effective July 1, 2008
• Background checks Mandatory for all new regular
  and contingent Category II Staff Faculty
• Inquiries will be made post decision - pre offer
• Schools/Departments will cover the cost
• Currently working with procurement to identify a
  vendor
• Requested turnaround time from the vendor - 24 to
  48 hours

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Background Checks

• Data that will be included
• 7 year criminal history
• Education/Licensing credentials
• 7 year employment verification
• Miscellaneous services if required by law (i.e.
  driving record)
• The Referral/Selection form has been updated for
  the new process will be working with the
  schools to create a process for faculty

18
Faculty Job Postings

• Trend is for academic institutions to post all
  jobs on their career website
• UMB will begin posting faculty positions on the
  HR website in FY09
• Upgrading our applicant tracking system which
  will allow more access to Schools and Departments
  for staff positions

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Compensation
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Compensation

• Review of critical dates
• Review of guidelines
• eUMB processing Important changes for FY09
• Specific instructions for each employee class

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CRITICAL DATES
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Guidelines

• COLA is 2
• Merit is 2.5
• Exempt salary structure updated
• Over max one-time payment
• All regular exempt employees must earn 29,149 at
  100 FTE
• Leap year adjustments in FY09
• New Minimum wage effective 7/24/08

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New Minimum Wage

• 6.55 Effective 7/24/08
• 7.25 Effective 7/24/09
• Submit EA Forms to HRSC

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Exempt Structure

• Revised July 1, 2008
• Market adjustment to ranges
• Below minimum Effective pay-period beginning
  May 25th, HR will adjust the salaries for all
  exempt employees to the new minimum
• Adjustment will appear on the 6/13/08 paycheck
  and updated salary will appear on the PITP

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Payroll Increase Transaction Page (PITP)

• The PITP is
• For processing COLA, Merit and faculty pay
  changes
• Used for regular employees only
• Only for processing the above select actions that
  are effective July 1, 2008

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PITP Employee Classes

• Regular Non-Exempt (Code 20)
• Regular Exempt (Code 33)
• Regular Faculty (01,02,03,15)
• Post-docs (19)

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PITP Processing FY09

• COLA is 2 for all regular employees
• Merit to be input as a flat dollar amount
• You can enter and approve by Employee Class

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Processing increases for Regular employees
using eUMB PITP
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Non-Exempt (Code 20)

• Sequence of Adjustments
• Leap Year Calculation
• COLA (2 Pre-loaded Cannot be changed by users)
• Merit (2.5 Pre-loaded Cannot be changed
• by users) New for FY/09
• 4. Promotions/other adjustments effective July
  1st (done by dept. on an EA Form)

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Non-Exempt (Code 20)Continued

• Reduce salaries to the max (HR)
• Over max initiate one time payment (HR and
  Payroll)
• Back out merit for those employees who were rated
  Below Standards or Unsatisfactory (HR)

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Non-Exempt (Code 20) What Users will do

• Verify your list of over-max and below
  standards/unsatisfactory employees now
• Confirm COLA and Merit are correct in the PITP
  and contact Compensation if there are
  discrepancies
• Validate final salary amounts

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Non-Exempt (Code 20) Probation

• Original Hire
• Six month anniversary after 7/1/08
• UMB Regular employee for less than 6 months
• Receives COLA
• NOT eligible for Merit
• Receives 2.5 probation increase at the end of 6
  months

• Status Change
• Regardless of status change date
• Existing UMB regular employee who gets promoted,
  transferred, etc.
• Receives COLA
• Receives Merit
• Also receives 2.5 after probation, if
  competitive promotion

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Exempt (Code 33)

• Sequence of Adjustments
• 1. Adjustment to Minimum as of 5/25/08 (HR)
• 2. Leap Year Calculation Adjustment
• 3. COLA (2)
• 4. Merit (2.5 Pool Average)
• 5. Promotions/other adjustments effective July
  1st (done on EA Form)

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AllowancesDefined by Comp Rate Codes

• Allowances for Faculty and Staff are not
  COLA/Merit eligible

• Will appear on report, but not on PITP
• (Reminder Run report to confirm data)

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Exempt (Code 33) What Users will do

• Merit Enter amount based on department decisions
  about merit pool up to the maximum of the range
• Exception form required for total increase
  greater than 15.
• Must be approved by Dean or Vice President
  President

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Exempt (Code 33) FY09 Exempt Merit One Time Pay

• One time payments for exempt employees over
  maximum will continue this year
• Approvers can query for salaries over maximum and
  then get authorization from Dean or VP to make
  1-time payments due to the Dean or VPs Office
  by June 2nd
• Use FY09 Exempt Merit One Time Pay Form to
  process (Payroll Website)

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Exempt (Code 33) Over Max

• Over max run query and department decides on the
  one time payment. Dean or VPs office reviews
  and approves
• Name of query in eUMB UMB_HR_PRJ_MER_XCEDE_MAX

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Faculty (Codes 01,02,03,15,19)

• Sequence of Adjustments
• Leap Year Calculation
• COLA (2)
• Merit (2.5 Pool Average)
• Fiscal Year Changes (FYC) FTE/Funding changes
• Note Changes to title, rank, or tenure managed
  by schools current process or SOM/Deans office

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Faculty What Users will do

• COLA Verify 2
• Merit enter amount based on department decisions
  about merit pool
• Exception form required for total increase
  greater than 15 (Dean or Vice Presidents
  Presidents approvals are required)
• NRSA Post-docs notify Compensation of NRSA
  status by June 2nd

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Faculty What users will docontinued

• Fiscal Year Change (FYC) Enter change as needed
• (Must enter the amount and standard hours)
• After increases have been processed for fiscal
  year changes only (FYC)
• Generate Employee Pre-Print for each Faculty
  member who had FYC
• Sign Off (get signatures)
• Send to HRSC by July 31st to be filed

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Faculty What HR will do

• COLA pre-load 2- not overridable
• NRSA post-docs we will validate NRSA status and
  back out COLA Merit as needed
• Carolyn Footman (6-1850) is contact for faculty
  policy issues
• SOM contact Deans Office for assistance on TAS
  (Total Approved Salary) and FTE changes

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Compensation Contacts

• Patti Ilowite
• Ext. 6-2616
• pilowite_at_af.umaryland.edu
• Pam Palmer
• Ext. 6-6339
• ppalmer_at_af.umaryland.edu
• Thelma Smith
• Ext. 6-6338
• thsmith_at_af.umaryland.edu

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Human ResourcesService Center(HRSC)
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HRSC Processing

• Department or salary changes received in HRSC
  after 6/6/08 will be entered in eUMB starting
  7/7/08 for Regular employees
• New hire paperwork and terminations will be
  processed throughout the COLA/Merit processing
  period
• For employees not on the PITP HRSC will continue
  to process as usual
• Final data in the PITP will include all staff
  information entered by HRSC through 6/14/08

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HRSC ProcessingContinued

• Actions effective before 7/1/08 that are received
  in HRSC after June 6th cutoff, will require
  two(2) EA Forms.
• 1st EAF with effective date before 7/1/08 should
  be with salary prior to COLA/Merit
• 2nd EAF should have an effective date of 7/1/08
  and include COLA/Merit salary. In the remarks
  section of the EAF, record COLA and Merit salary
  separately

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HRSC Processing

• Example
• Exempt or Non-Exempt employee receives a
  promotion or
• re-evaluation resulting in an 6 increase
  effective 6/25/08. Dept submits EAF after
  6/6/08.
• Since the EAF was submitted after June 6th
  cut-off date, two EAFs are required. These
  actions will be entered in e-umb manually by HRSC
  the week of July 7th.
• 1st EAF indicating 6 increase on base salary
  before COLA/Merit
• 2nd EAF indicating COLA/Merit on new salary
  listed separately
• 6/25 Salary Cola Salary
• Cola Salary Merit Final Salary

47
FY09 Actions Other Than COLA/Merit Effective on
or After 7/1/08

• For employees on the PITP Actions will be
  processed after July 7th and should incorporate
  post COLA/Merit salary

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Payroll

• Communication to Employees
• Paycheck Results

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Communication to Employees

• E-mail to Payroll Reps - please customize
• Payroll Reps must e-mail or print memo for all
  eligible employees for 6/16
• Please answer employee questions in department
  do not have them call FS-Payroll or HRSC

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Paycheck Results 09-01for PITP Employees

• Period 6/22 7/5
• Paydate 7/11
• No Changes to annual, bi-weekly gross is slightly
  different due to the change to non leap year
• New benefit deduction amounts as a result of open
  enrollment
• For Faculty no Teachers retirement

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Paycheck Results 09-02

• Period 7/6 7/19
• Paydate 7/25
• Includes increase for COLA and Merit and other
  fiscal year changes for Faculty plus retro pay
  for 7/1-7/5
• For Faculty no Teachers retirement

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Paycheck Results 09-03

• Period 7/20 8/2
• Paydate 8/8
• Normal FY09 bi-weekly
• Continues throughout year or until next Employee
  Action
• One-time payment for Non-Exempt and Exempt
  employees over maximum
• For Faculty no Teachers retirement

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School of Medicine
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School of Medicine
FY 09 Merit COLA Processing

• New Process
• Each department is responsible for approving
  their own FY 09 payroll changes vs. the Deans
  Office
• New Requirements
• Chairmen and Administrators to sign-off on final
  PITP changes and submit to the Deans Office
• Reminders
• Faculty salaries must be consistent with Total
  Approved Salary (TAS) as submitted to David Ingle

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School of Medicine
FY 09 Merit COLA Processing

• Reminders (contd.)
• Salary increases gt 15 must be pre-approved by
  Dean Reece and President Ramsay
• FY change fields are only to record funding
  changes between eUMB and other sources, not
  promotions, etc.
• If not paying full TAS for Clinical Faculty,
  standard hours and FTE need to reflect the to
  be paid in eUMB
• - Standard Hours (eUMB Salary/TAS) x 40 hours
• - FTE eUMB Salary/TAS

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School of Medicine
FY 09 Merit COLA Processing BASIC SCIENCE
FACULTY

• Full-time faculty not fully-funded need to be
  reflected as 1 FTE in eUMB

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HR e-Learning
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Portal Communications

• How to navigate to your Portal Page
• Go to the internet and enter http//myumb.umarylan
  d.edu
• Changing the layout of your page
• See handout

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• Under Enterprise Menu you should have a eUMB
  HRMS link

Click on the link and it will take you into HRMS
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The Plan

• Enter - then Report
• Edit (if needed) - then Report
• Review any issues?
• Report, check for data changes based on employee
  actions
• Approve beginning 6/08/08

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Using the PITP Transaction Page
To see everything you have access to leave
Department and Employee Classification empty. If
you are responsible for a large number of
employees, you will probably want to work by
Department, Employee Classification or a
combination of both. You are NO LONGER required
to Approve Non-Exempt employees as they have
already been entered into the system as Saved
Approved. You still need to make sure the
numbers look good by reviewing them via the
Report.
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PITP For Non-Exempts
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PITP For Non-Exempts on Probation

• Remember to make sure your Change Amounts are
  Prorated by the employees FTE, so the Change
  Percent comes out correctly.

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PITP For Exempts
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PITP For Faculty
Make sure if you enter an FY Change, to enter
that employees Std Hrs if left as 0 the
employee will be kicked out as an Exception
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Using the Pay Increase Report
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Using the PITP Report Page
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How to Prepare?

• What to do to get ready?
• Get list together (spreadsheet, hand-written
  list, etc.)
• Understand the eUMB Transaction Page is sorted by
  Department, Employee Class, Name may be
  different than your list! Try to make them match
• Validate the number of employees names
• Implement The Plan