Welcome to the Payroll/HR Users Group (PHRUG)

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Welcome to thePayroll/HR Users Group(PHRUG)

• Tuesday, July 19, 2005
• 830am 1130am

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Todays 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

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Announcements

• Upgrade to 8.10 and future upgrades
• Shelley Reeds Replacement
• Flex Accounts
• HR/Payroll documentation
• Help Desk Refresher
• Employee Self Service

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NIS Team
NIS Administrator Amy Archuleta
Address Book/AR/Grants Margo Sawyer
Fixed Assets/AP/General Accounting Stacey Mundt
Procurement/Inventory/Projects Kay McKay
Human Resources Deb Bandiola
Payroll Steve Lortz
Training Lead Lindsey Miller
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Payroll Card
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Payroll Card

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

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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.

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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.

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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.

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Payroll Card

• How have you been encouraging usage?
• Problems?
• How can we help you?

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Payroll Adjustments to Leave Balances

• General Policy 30

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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 employees history record (e.g.
  leave), the correction should be made by
  following the Leave Adjustments work
  instructions.

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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 employees 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 employees history record.

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Payroll Adjustments to Leave Balances

• The pay types identified should ONLY be used when
  the adjustment is for a change to an employees
  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 users time card.

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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
  retirees 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.

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New Monthly Employees

• Interims

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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

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Benefit Enrollment Groups/Plan Clean Up State
Splits
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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.

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• Review the Description field on this report
  carefully.
• Is the employees benefit group correct?
• Is the employees 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?

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• Choose Data Selection
• Click Submit

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• 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.

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Benefit Enrollment Outside Group Report
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Termination and Start Dates for Benefits
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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.

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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

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Example 1 Effective Date for Starting a
Deduction New Hire Monthly
Hire Date 7/1/05 Eligible for Benefits
8/1/05 Effective Date 7/1/05

• Paycheck received 7/31/05 - Interim No
  Deductions
• Paycheck received 8/31/05 - Deductions

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Example 2 Effective Date for Starting a
Deduction New Hire Monthly
Hire Date 7/15/05 Eligible for Benefits
9/1/05 Effective Date 8/1/05

• Paycheck received 7/31/05 Interim No Deductions
• Paycheck received 8/31/05 No Deductions
• Paycheck received 9/30/05 - Deductions

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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
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BW07 Master Pay Cycle Dates
Period Month Description Ending Date Check Date
January 12/29/2004 1/5/2005
January 1/12/2005 1/19/2005
February 1/26/2005 2/2/2005
February 2/9/2005 2/16/2005
March 2/23/2005 3/2/2005
March 3/9/2005 3/16/2005
March 3/23/2005 3/30/2005
April 4/6/2005 4/13/2005
April 4/20/2005 4/27/2005
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.
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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
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BW10 Master Pay Cycle Dates
Period Month Description Ending Date Check Date
January 12/26/2004 1/5/2005
January 1/9/2005 1/19/2005
February 1/23/2005 2/2/2005
February 2/6/2005 2/16/2005
March 2/20/2005 3/2/2005
March 3/6/2005 3/16/2005
March 3/20/2005 3/30/2005
April 4/3/2005 4/13/2005
April 4/17/2005 4/27/2005
May 5/1/2005 5/11/2005
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.
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Example Effective Date for Terminating a
Deduction Status Change Monthly
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

• Enter 6/1/05 in the Effective Date field.
• On Enrollment with Eligibility, choose the plan
  to stop.
• Click Row, Stop Auto Dt/Sts

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

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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

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Example Effective Date for Employee Terminating
Employment Monthly
Employee Terminating Employment 7/15/05

• 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

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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
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BW10 Master Pay Cycle Dates
Period Month Description Ending Date Check Date
January 12/26/2004 1/5/2005
January 1/9/2005 1/19/2005
February 1/23/2005 2/2/2005
February 2/6/2005 2/16/2005
March 2/20/2005 3/2/2005
March 3/6/2005 3/16/2005
March 3/20/2005 3/30/2005
April 4/3/2005 4/13/2005
April 4/17/2005 4/27/2005
May 5/1/2005 5/11/2005
May 5/15/2005 5/25/2005
June 5/29/2005 6/8/2005
June 6/12/2005 6/22/2005
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.
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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

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BW19 Master Pay Cycle
Period Month Description Ending Date Check Date
January 12/17/2004 1/5/2005
January 1/1/2005 1/19/2005
February 1/14/2005 2/2/2005
February 1/28/2005 2/16/2005
March 2/11/2005 3/2/2005
March 2/25/2005 3/16/2005
March 3/11/2005 3/30/2005
April 3/25/2005 4/13/2005
April 4/8/2005 4/27/2005
May 4/22/2005 5/11/2005
May 5/6/2005 5/25/2005
June 5/20/2005 6/8/2005
June 6/3/2005 6/22/2005
July 6/17/2005 7/6/2005
July 7/1/2005 7/20/2005
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• In Terminate/Override Benefits, use End
  Enrollment

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

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Break Out Session
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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

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Small Group Presentations
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Thank you for coming!Please remember to fill
out an evaluation!