Payroll For New Employees

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Payroll For New Employees
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Presenter(s)

• Mac Christopher McIntosh
• Dawn Conner
• Pay and Benefit Specialist
• DHS Payroll
• Revised December 2008

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Payroll Phone Numbers

• Customer Service Line
• 1-866-822-7307
• Payroll Reception
• 503-945-5634
• Payroll Fax
• 503-378-8404

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Training objective

• Learn to use Daily Time Capture
• Your responsibilities
• Payroll deadlines
• Leave accruals and absences
• Understand your Benefits
• Eligibility
• Mandatory vs. Voluntary
• How to Enroll Pebb.benefit
• How can we help you?
• Payroll functions
• Payroll or Personnel?
• Resources
• Payroll Contact List
• Websites to Visit

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Your Responsibilities as a DHS Employee

• Accurate Time Reporting
• Correcting Time Capture Errors on the paper
  timesheet
• Report all absences and extra hours worked on the
  DHS46 Form
• Calling payroll when assistance is needed

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Logging In To The System

• You need to have
• RACF Number
• Password
• If you dont have these, contact your LAN
  administrator

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Accessing Your Time

• Understanding screens
• P005
• P004
• P007

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HOW TO RECORD LEAVE TIME
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6.0
2.0
SL
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Most Common Leave Codes

• PB Personal Business Leave
• SL Sick Leave
• VA Vacation Leave
• CTL Comp Time Leave
• GL Governors Leave
• JD Jury Duty
• For others, check out our website
• http//www.dhs.state.or.us/admin/payroll/

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HOW TO ADD OTHER TIME
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How to Add Other Hours on the P004 Screen
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HOW TO DELETE TIME
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How to Delete on the P004 Screen
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TC44 POST ERROR 2

• Occasionally, you might enter time on a day that
  you are not scheduled to work.
• TC44 POST ERROR 2
• If you are unable to correct the error, call
  payroll immediately.

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Leave With Out Pay (LWOP)

• The following screen shows an example of an
  employee who had leave without pay in this month.

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Work Schedules

• Three different classifications
• Regular
• Same start stop every day
• 5-day work week - 8 hours/day
• Alternate
• Same start stop every day
• Same schedule each week
• NOT 5 days a week 8 hours/day
• Flexible/Modified
• Varies hours worked per day
• Varied start stop times daily
• Alternate Flexible/Modified require supervisor
  approval.

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Work Schedules
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15 minute Intermission
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When is Payday???

• Permanent employees paid on first of each month.
• If the first falls on a Saturday or Sunday - paid
  on prior Friday.
• Temporary employees or employees who work extra
  hours after prior months deadline are paid on a
  midmonth check http//www.dhs.state.or.us/admin/pa
  yroll/

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Undertand Your Payroll Check

• Amount Paid
• Tax Withholding
• Voluntary Deductions
• Over/Under Payments
• W-4s
• Electronic Deposits

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More About Your Pay Stub.
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New Employee Benefits

• Mandatory
• Optional

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Mandatory Benefits

• Medical Plans
• Dental Plans
• Mandatory Basic Life Insurance
• Additional Medical Dental Options for
  Part-time Employees

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Optional Benefits

• Optional Life Insurance
• Accidental Death Dismemberment Insurance
• Disability Insurance
• Long Term Care Insurance
• Flexible Spending Accounts

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Making Changes

• Qualified Status Changes
• see PEBB website for a detailed list
• Open Enrollment
• October 1-31 timeframe, changes effective the 1st
  of the following year)
• Domestic Partnership Eligibility

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Pebb.Benefits

• How to enroll using PEBB.benefits
• When to Enroll
• Effective Dates of Coverage

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Websites to Visit

• Public Employees Benefit Board
• http//pebb.das.state.or.us/
• DHS Payroll website
• http//www.dhs.state.or.us/admin/payroll/
• Collective Bargaining Agreements
• http//egov.oregon.gov/DAS/HR/CBAs.shtml

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Websites to Visit

• New Employee Packet
• http//www.dhs.state.or.us/admin/payroll/new_emplo
  yee.htm
• Payroll Staff Contact List
• http//www.dhs.state.or.us/admin/payroll/publicati
  ons/staff.pdf
• Online TimeCapture Instructions
• http//www.dhs.state.or.us/admin/payroll/publicati
  ons/TimeCapture.pdf

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Websites to Visit contd..

• Payroll Deadlines
• http//www.dhs.state.or.us/admin/payroll/deadlines
  .htm
• Understanding your Paycheck
• http//www.oregon.gov/DAS/SCD/OSPS/docs/pubs/stube
  xpl.pdf
• Oregon Savings Growth Plan
• http//www.oregon.gov/PERS/OSGP/

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Other Payroll Functions

• Employment Verifications
• W-2 Re-issue
• Emergency pay advances
• Garnishment administration

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Partnership With Human Resources
HUMAN RESOURCES - Receives hire information
PAYROLL - Adds the employee to time capture Mails
the benefit packets
PROMOTIONS / WORK OUT OF CLASS / DIFFERENTIALS
HUMAN RESOURCES - Updates the personnel system
with appropriate transaction
PAYROLL - Determines if retroactive pay
adjustment is necessary
TRANSFERS
HUMAN RESOURCES - Updates personnel
system Notifies payroll staff
PAYROLL - Clones payroll benefits data into
receiving agency
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Objectives Revisited

• Learn to use Daily Time Capture
• Your responsibilities
• Payroll deadlines
• Leave accruals and absences
• Understand your Benefits
• Eligibility
• Mandatory vs. Voluntary
• How to Enroll Pebb.benefits
• How can we help you?
• Payroll functions
• Payroll or Personnel?
• Contact Directory
• Business Experts
• Payroll Contact List
• Websites to Visits

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• QUESTIONS ANSWERS