Payroll User Group

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Payroll User Group

• September 10, 2008

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Welcome

• Kevin McHugh
• Payroll Bureau Director, CTR

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Massachusetts State Employee Credit Union

• Ed Connors
• Maria Dioguardo

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National Payroll Week Sept 1-5

• Governor Deval Patrick and Mayor Thomas Menino
  declared the First week in September National
  Payroll Week for the Commonwealth of
  Massachusetts and the City of Boston.

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National Payroll Week Sept 1-5

• You help manage
• 77,000 payments (165M Gross)
• 27M in Payroll Deductions
• 5,890 T-passes
• 3,000 Garnishment orders
• ...In a single pay period!
• Thank you for your commitment and hard work.

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Flexible Spending Account (FSA) Open Enrollment

• Cindy McGrath, GIC

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Pre-Tax FSA Open EnrollmentHCSA and DCAP

• October 6 November 7, 2008 for 2009 Calendar
  Year Benefits
• Election amounts unchanged
• HCSA 500-2,500
• DCAP Up to 5,000
• Free debit card for HCSA expenses
• ALWAYS keep receipts for validation of HCSA
  expenses
• Fee 3.75/month for one or both programs
• Three payroll coordinator breakfasts first week
  of October in Boston, Holyoke and Plymouth
  details will be mailed
• Current participants must re-enroll for 2009
  benefits
• Online re-enrollment begins October 6
  www.enrollone.com letter mailed to current
  participants with instructions.

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Post Retirement Earnings

• Kevin McHugh

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MEMORANDUM 24, 2008 Public Employee Retirement
Administration Commission (PERAC)

• DATE   July 2, 2008
• The retirement laws impose limitations on post
  retirement earnings from the Commonwealth, or any
  of its subdivisions
• Applies to both superannuation and disability
  retirees. 
• There are several exceptions to the limitations,
  for example retirees who are elected to office by
  a direct vote of the people.  This memorandum was
  not intended to discuss the exceptions.   
• If a retiree is re-employed, his or her earnings
  for the calendar year when added to the
  retirement allowance he or she is receiving,
  cannot exceed the salary currently being paid for
  the position from which he or she retired.

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Re-employing Retirees

• Further, public sector re-employment is limited
  to a period of up to 960 hours in aggregate, in
  any calendar year.
• For example, a retiree is receiving an allowance
  of 40,000, and the position from which he or she
  retired is currently paying 55,000.  The retiree
  may not earn more than 15,000 and/or work more
  than 960 hours in the service of the Commonwealth
  or a political subdivision thereof in a calendar
  year.
• The responsibility for monitoring post-retirement
  earnings is placed upon the employer and the
  retiree We urge all public employers to
  periodically review the hours of employment and
  earnings being paid to public sector retirees. 

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CIW Replatforming Project - Update

• Franko Ivers, ITD

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Commonwealth Information Warehouse

New Information Warehouse Update
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Commonwealth Information Warehouse
CIW Replatforming Project

• What are the Project Goals?
• - Support increased demand of CIW users
• - Increase capacity of data
• - Replace aging hardware
• - To improve query performance

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Commonwealth Information Warehouse

• New Warehouse vs Current Warehouse Statistics for
  MMARS/LCM Data
• - Queries under 1 minute 89.4 vs. 23.9
• - Queries over 30 minutes 0.7 vs. 24
• 56 decrease in CIW cycle

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Commonwealth Information Warehouse

• Timeline
• Phase 1 MMARS/LCM DataImplemented April,
  2008
• Phase 2 HRCMS/UMass DataFall 2008
• Phase 3 Static Data - TBD
• Classic MMARS
• PMIS/CAPS
• PCRS - TBD
• PARIS - Will not be migrated

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Commonwealth Information Warehouse

• HRCMS/UMass - Phase II
• Currently in System Testing
• Department User Acceptance Testing August 2008
• Migration Fall 2008

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Commonwealth Information Warehouse

• User Impacts
• Users will need to reformat their queries
• - Views are consolidated to one view
• MD_WH_Job and OS_WH_Job becomes WH_Job
• Field name changes
• - The beginning underscore in field names
  are being dropped
• _Key2_Emplid to Key2_Emplid.

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Commonwealth Information Warehouse

• User Impacts
• Field name changes
• - Name change
• MA_DELTA_DT to DATE_TO_WAREHOUSE
• Data is case sensitive
• - Employee Name Joe Test
• - Department ITD
• No currency field
• - Comprate
• National ID is removed from the views
• (WH_Employees last 4 digits will be displayed)

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Commonwealth Information Warehouse

• User Impacts
• UMass Views
• - UMass will have its own Views
• For example
• umass_ps_leave_accrual
• - Data in the field Key_WH_Source_System_Id
• will be segregated (P1, P2)

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Commonwealth Information Warehouse

• What is next?
• HRCMS/UMASS Data Roll Out
• - Scheduled for Fall 2008
• CIW Communication
• - Emails
• - Website
• Testing Resources needed
• - Submit your queries and contact
  information to
• the following email
• ITD-DL - CIW Replatforming Project

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Q A
Commonwealth Information Warehouse
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Payroll Reminders

• Kevin McHugh

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End of Accounts Payable

• AP earnings codes were removed from HRCMS
• PPA for dates prior to July 1, 2008 will be shut
  off from Payline (departments should contact
  their HRD Analyst for details on Record Only
  Adjustments)
• See report HMPAY037 for all detailed activity
  shut off from pay (available after every calc)

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Deficiency Payroll

• Prior year payments are authorized expenses that
  were incurred in a prior fiscal year but the
  Department did not recognize that these expenses
  were incurred or the expenses were recognized
  after the end of the accounts payable period.
• Departments current fiscal year account is
  charged back by the Office of the Comptroller in
  order to support the expenditure.
• CTR APB Contact is John Newell 617-973-2658.

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Deficiency Payroll

• Steps
• Request to CTR APB for approval
• Transfer to CTR account
• Dept enters Prior year deficiency (PYD) code in
  HRCMS Payroll for Current FY charges
• Based on information from dept, CTR payroll
  processes cross departmental rule and labor
  distribution to charge CTR account (EPPA/DEPTE)

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Year End Deadlines

• Receipt vouchers for pay period ending 12/06,
  submitted to TRE 12/19
• Receipt vouchers for pay period ending 12/20,
  submitted to TRE 12/31/08
• Please do not wait until last minute with your
  questions
• HCSA/DCAP/HCSAF and COMECC Deduction Fields will
  be auto end-dated
• Other Year End activities will be reviewed at the
  December Meeting

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Deferred Compensation - reminder

• Watch for over-contribution to deferred
  compensation plans
• 15,500 under age 50
• 20,500 over age 50
• 31,000 3-year catch-up.
• Follow instructions from Great West on refunds of
  deductions (handout)
• Have your refund requests in to Great West by
  December 1st

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Year End Deferred Comp Return of Excess Deferrals

• Rob Young, GWRS

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(No Transcript)
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(No Transcript)
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Payroll Reminders

• Kevin McHugh

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SSA Mismatch

• Run more frequently (monthly?) by CTR
• Based on the DOR-CSE New Hire Report
• Instructions will be sent to each department as
  needed.
• SSA Report - HMTAX014

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MBTA Update

• Refund processing is up to date!
• Reconciliation of Commonwealth Order is complete!
• Reconciliation of Employee Card Assignment is
  underway
• In September MBTA Coordinators will receive
  their Charlie Card Roster with names and assigned
  Card Number.
• Coordinators are asked to verify their Roster and
  report any mismatches to the MBTA New Orders
  Inbox for Replacement.

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HIRD Compliance

• Applicable to all employees (GIC-eligible and
  Non-GIC eligible) who do not have health
  insurance coverage
• Forms Due
• 30 compliance rate (August)
• Contact Anne McKenzie at 617-727-2310 ext. 7021

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HRCMS Tracking

• Track all HIRD responses in HRCMS
• Signature Date identifies Form received
• Report MBEN021R Departmental HIBO Report will be
  available to identify where a HIRD Form is needed
• See HRCMS JobAid

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PayInfo

• Kevin McHugh

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PayInfo

• Great employee benefit
• More departments coming on board
• Some departments going paperless

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Employees Who used PayInfo to Go Green
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Top Ten Departments
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Direct Deposit so Close but not yet Perfect
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Payroll Accounting

• Kevin McHugh

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PAYROLL REJECTS
No 4th AP!
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AP and Split Year Payrolls are Unique
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Why did Split Year have such an Increase this
Year?

• 2 Departments encumbered too much money before
  Split Year ran (and one thought 50 cents did not
  matter)
• These 2 departments had 99 of the rejected
  dollars (and thousands of held checks)
• These 2 departments reverted 40 of their
  encumbered dollars at end of the AP period
• Lesson LearnedDo not try to encumber every penny
  that you have in the hopes of spending it later.

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LCM Adjustment Processing

• Kevin McHugh

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Additional Adjustment Cycle

• LARQs are now processed twice a day
• 1230 PM except on Payroll Tuesdays (300 PM)
• During the nightly cycle as before
• Adjustment cycle takes less than an hour on
  average
• On Payroll Tuesdays, LARQs created after 300
  will not be processed until AFTER payroll runs
  that night
• Therefore, dont expect a last minute LARQ to
  solve a payroll funding issue

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AM LARQ ? PM PRADJ
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Benefits of Additional Cycle

• Departments dont have to wait until the next day
  to see if a LARQ processes
• Departments can correct any issues e.g.,
  invalid selection criteria that afternoon so
  that the LARQ will process that evening
• LARQs dependent on other LARQs will have less
  time to wait
• Tuesday Night Payroll Cycle completes sooner
• Payroll Cycle will not be held up by a runaway
  LARQ

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Holiday Payroll

• Thanksgiving and Christmas fall on Thursday 11/27
  and 12/25 respectively
• Each may impact Paycheck Distribution
• No Impact to Direct Deposit
• Risks and benefits are being discussed, decision
  will be communicated to departments before next
  PUG

OSC payroll unit staff
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TSA 403B

• Kevin McHugh

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Current status

• Worked with non-contract vendors to become
  compliant with new IRS Regulations
• New 403B Plan document being drafted

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Questions?