New Employee Orientation

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Welcome!

• New Employee Orientation
• Payroll Information

Department of Administration, Human Resources
Information Services
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Agenda/Topics To Be Covered

• Payroll Deadlines and Calendar
• Direct Deposit
• Check/Advice Explanation
• Leave Longevity
• MINE Self Service SOME Info
• (State Of Montana Employee Information)

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Payroll Deadlines, Pay Schedule Calendar

• Biweekly cycle normally 26 pay periods and pay
  days per year.
• Benefits Deduction Calendar
• from the MINE homepage under Personnel gt Calendar
• http//www.hr.mt.gov/employeeinfo.mcpx
• Pay Period End Dates (Squares) - time sheets are
  due
• Holidays (Diamonds)
• Paydays (Circles)
• FREE Paydays the 3rd pay day in a month
  (usually occurs twice per year). No benefit
  deductions and rarely any voluntary deductions
  are taken.
• Pay Schedule

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Direct Deposit

• State of Montana encourages all employees to
  utilize Direct Deposit.
• Guaranteed Availability on Payday no matter
  your location
• Multiple Distributions
• Can be entered on your own through Self Service

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Direct Deposit continued

• Sign Up! Get direct deposit forms
• from your financial institution,
• agency HR/Payroll personnel,
• website http//www.hr.mt.gov/content/hris/docs/Pa
  ycheck/DirectDepositForm.pdf
• Or avoid the paper w/ Self Service
• Be sure to always use 9-digit routing number and
  account numbers off a check (NOT a deposit slip).
• Pre-note Money will be deposited in your account
  the payday after your account successfully passes
  the prenote. Self Service may take an additional
  pay period depending on timing see the Self
  Service direct deposit schedule in packet.
  Please be aware Routing or account number
  changes ALWAYS incur a pre-note process.

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Pay Statement

• Same information whether you receive a warrant
  (check) or an advice (direct deposit).
• Same information whether you receive a paper
  statement or you View paycheck on MINE Self
  Service, but you get more complete earnings
  descriptions on Self Service.

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Section 1 Name and Address

• You must present an updated Social Security card
  to make any name changes. This protects your
  Social Security benefits in future years.
• Notify your agency with your updated address and
  effective date of move as soon as you know it.
  Insurance and Payroll correspondence is always
  sent to your mailing address in the system. All
  Pay Statements (warrants, advices, W-2s) sent
  from the State are returned to sender if the
  address is wrong even if you have a forwarding
  card on file w/ the Post Office.
• Address changes can be made through Self Service.

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Sections 3 5 Taxes

• Section 3 displays information
  submitted on your W-4. Check
  to make certain
  information was keyed correctly.
• If your circumstances have changed, submit an
  updated W-4 to your agency payroll personnel or
  go online to MINE Self Service to update the
  information.
• Section 5 displays your current YTD taxes
  withheld (Federal tax, Medicare, Social Security,
  and State tax)
• Want to know what to claim on your W-4 for
  federal taxes? Use the IRS Withholding
  Calculator http//www.irs.gov/individuals/article
  /0,,id96196,00.html

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Section 4 Hours and Earnings

• This is where you find your reported hours, pay,
  overtime, and reimbursed expenses, etc. for
  current and year to date totals.
• The State Share Credit shows as an earning, but
  it is NOT part of your taxable gross, it is NOT
  reported as income, and you do NOT pay any
  additional tax as a result.
• It needs to be there to process benefits
  correctly and is adjusted in the Deductions
  sections.

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Sections 6 7 Deductions

• Section 6 This is where your pre tax deductions
  (normally benefits) are shown. This is where the
  system takes out the State Share Contribution
  listed as an earning in the Hours and Earnings
  Section (as benefits and/or State Share Excess).
• Deductions listed in this section CANNOT be
  claimed when filing your taxes.
• Section 7 This section contains benefits and
  deductions which come out after taxes are
  calculated. SOME of these deductions may be
  claimed when filing your taxes. Examples of
  deductions include benefit premiums (if you elect
  the After-tax plan), garnishments/Child Support,
  union dues and credit union payments.

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Section 8 Other

• This section shows your retirement paid by the
  State as well as any imputed income and
  non-qualified dependent taxation amounts. Imputed
  income is the taxable value of some benefits as
  outlined by the IRS.
• You will have imputed income if you have life
  insurance valued in excess of 50,000 or
  unqualified dependents on your medical, dental or
  vision benefits.

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Section 10 Leave

• Sick, Annual (Vacation), FLSA Exempt Comp, FLSA
  Non-Exempt Comp, and Banked Holiday. The amount
  show as Current is the balance available for use.
  You can carry up to 2 years of annual leave on
  the books and an infinite amount of sick leave.
• Everyone earns Sick Leave at the same rate.
  Annual Leave is calculated based on the number of
  years employed in the Montana public sector.

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Section 11 Service Information

• Leave Accelerator Hours This amount is used to
  calculate which rate you accrue annual leave.
• Longevity Hours Extra earnings you receive after
  each 5 year increment working for the State w/o a
  break in service longer than 5 days.
• Anniversary Date normally used
  in the process to allocate
  pay increases
  voted on by the
  Legislature. This is NOT your
  employment anniversary date.

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MINE Employee Self Service

• Most employees who have access to the MINE also
  have access to Self Service (may depend on the
  agency you work for and position you hold).
• Access from Home or at Work
• AT WORK
• Log on from the MINE homepage http//mine.mt.gov/h
  ome/default.aspx
• May differ a little depending on agency access.
• FROM HOME
• Log on from www.mt.gov government page
  http//mt.gov/employee/

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• Utilize Self Service for many of your Human
  Resource and Payroll needs, including
• Entering Timesheets
• Updating Personal Information
• Adding/changing Direct Deposit Accounts
• Viewing your Paycheck
• Viewing your Compensation History
• Requesting W-2 reissues and Long Term Care
  Information
• Changing your W-4 tax data
• Viewing your Training History (only access to
  training that has been entered in SABHRS)
• Viewing your Leave Accrual and Longevity
  accumulator balances
• Enrolling in Benefits during Annual Change. All
  employees who have access to Self Service are
  HIGHLY encouraged to make Annual Benefits
  Enrollment changes through Self Service.
• SOME Info (State of Montana Employee
  Information). Areas where you see folders such
  as Find More Information, you will link into
  the State of Montana HR, Payroll, and Benefits
  communication.

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SOME Info (State of Montana Employee Information)

• SOME Info offers a wealth of HR, Benefits, and
  Financial information on topics that affect you,
  including the Employee Handbook, various Life
  Changing Event Checklists, Helpful Benefits
  Calculators to aid you in choosing the right plan
  for your family, and more. This information is
  available 24/7 at home or at work.

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SOME Info access
State Human Resources Division Website
(www.hr.mt.gov) same information as on the MINE
with no personalization
MINE on the MINE Homepage under Featured
Links (no personalization) and
MINE Employee Self Service - after logging in
look for Find More Information folders or
various help links throughout Self Service.
(some information personalized for you.)
Health Care Benefits Division Website
(www.benefits.mt.gov) same information as on
Self Service with no personalization
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Contact Information

• Your Agency HR/Payroll Staff
• (for specific questions regarding your pay or
  agency policies)
• http//www.hr.mt.gov/content/hris/docs/Paycheck/Ag
  encyPayContacts.doc
• Dept. of Administration State Human Resources
  Division
• Human Resource Information Services
• (for general payroll or HR system questions)
• payroll_at_mt.gov
• 444-2962