Welcome to the PayrollHR Users Group PHRUG

1
Welcome to thePayroll/HR Users Group(PHRUG)

• Monday, June 5
• 130pm 430pm

2
Todays Agenda

• Welcome and Opening Remarks
• Announcements
• Presentations
• Entering Employees Address Book
• Retirement Contributions
• Deferred Compensation Rules
• Payroll Card
• Reconciling Payroll to General Ledger
• Encumbering Payroll
• Break out session

3
Announcements

• HR/Payroll Training coming soon!
• Help Desk
• Open Enrollment
• Update on RFP Process

4
Explanation of Address Book

• Entering an Employee in NIS

5

• When adding a new employee, on the Employee
  Information Address Book Revision screen, you
  will need to complete and/or tab through EACH and
  EVERY field on the Address Book tab and then
  click on the Mailing tab.

6

• You will not have an OK button until you have
  tabbed through each field and clicked on the
  Mailing tab. Continue to complete the
  information on the Mailing tab and click OK.

7
Dependent/Beneficiary Tax ID

• The following information is located in the
  HR/Payroll documentation on the NIS Website. If
  you do not have a Tax ID for a dependent/beneficia
  ry, please reference these instructions
• http//www.das.state.ne.us/nis/trainingmanuals/810
  _training_manuals/hrp/HRP_WI_L3_T5.a_Enrollment_of
  _Dependent_Beneficiary.pdf

8
Tax ID Dependent/Beneficiary Social Security
Number

• When entering a newborn dependent/beneficiary
  when a social security number has not yet been
  assigned, enter NEWBORN.
• When entering a trust or estate that has not yet
  been issued a number, enter TRUST.
• When the employee does not know the
  dependent/beneficiary social security number but
  will be giving it to HR at a later time, enter
  PENDING.
• When the dependent/beneficiary does not allow use
  of their social security number, or they are
  unable to provide it, use UNAVAILABLE.

9
Retirement
10
January 1, 2007 Retirement Plan Changes in NIS

• NIS DASEmployee Benefits will make the
  following changes for agencies
• Stop each employees active enrollment in
  RET00000 (DBA 1117)
• Change the on Plan ID RET00001 (DBA 1110) to
  4.8
• Employees eligible to participate in Retirement
  on or after January 1, 2007 should be enrolled in
  RET00001. Plan ID RET00000 will be removed from
  the Benefit Groups after all December payrolls
  have processed.
• By July 31, 2006, any RET00000 with a begin date
  after January 1, 2007 should be deleted by the
  agencies. The begin date on RET00001 will need
  to be changed to the first day of the pay period
  to be paid in January 2007.

11
Payroll Card
12
Payroll Card

• Have you encouraged employees to use card? If
  not, why?
• Who is using the card?
• Any issues?
• Benefits of using Payroll Card
• Instructions for using Payroll Card on State
  Accounting website.

13
Reconciling Payroll to General Ledger
14
Reconciling Payroll to General Ledger

• Complete this process after State Accounting has
  posted Payroll.
• Payroll Journal Entries are normally posted 2
  business days before warrants are distributed,
  regardless if you are bi-weekly or monthly.

15
Reconciling Payroll to General Ledger

• Two Methods
• Payroll Journal Proof/Edit Report (R05229)
• Payroll Register Report (R073012)

16
Method 1 Payroll Journal Proof/Edit Report
(R05229)

• If you have one or two funds and/or one or two
  business units, use this method.
• Reconcile the Payroll Journal Proof/Edit Report
  (R05229) to the General Ledger.

17
Method 2 Payroll Register Report

• If you have more than two funds or more than two
  business units, use this method.
• Run the General Journal by Batch Report
• Sort and subtotal
• Compare to Payroll Register Report
• Detailed instructions for Reconciling Payroll to
  General Ledger using the Payroll Register Report
  can be found in the State Accounting Manual on
  the State Accounting Website.

18
Encumbering Payroll
19
Encumbrance Process

• CERTIFICATION OF PSL
• Certified Encumbrances PSL Only (Account 511100
  to 5129900)
• Biweekly Payroll Only
• Payroll dates July 5 and July 19. If you have
  a portion of June payroll posting August 2,
  please contact State Accounting.
• Certification Date July 31, 2006 (See attached
  Schedule)
• Can utilize Import / Export of Payroll Journal
  Entry but be sure to calculate of payroll to
  encumber.

20
Encumbrance Process

• June 30, 2005 Manual Encumbrance
• Cleared from the books. NO MANUAL ENCUMBRANCES
  AT FISCAL YEAR END.
• If carried over, must delete in June, 2006 and
  recreate July, 2006

21
Encumbrance Process

• Allotment Status Encumbrances
• Only Open Purchase Orders
• Open Purchase Orders at fiscal year end. It is
  very important to insure that they are correctly
  encumbered.
• Run the Allotment Status Encumbrance Detail
  Report and Review every open POs to insure that
  they are correctly open.
• Coding of the purchase orders. Ensure that they
  are coded correctly.

22
Encumbrance Process

• LIQUIDATING AN ENCUMBRANCE
• NIS Training Manuals Mini Manuals gt Liquidating
  an Encumbrance
• http//www.das.state.ne.us/nis/trainingmanuals/810
  _training_manuals/bu/18_BU_WI_L1_T7a_Liquidate_Man
  ual_Encumbrance.pdf

23
2006 Encumbrance Schedule
24
2006 Encumbrance Schedule
25
Break Out Session
26
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.
• Discuss possible improvements to the system.
  Write the improvement with a possible resolution
  on the paper.
• Pick one person in your group to present one
  question from your paper to the large
  group.

• blue

• orange

• blue

27
Thank you for coming!Please remember to fill
out an evaluation!