Welcome to the Payroll/HR Users Group (PHRUG)

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Welcome to thePayroll/HR Users Group(PHRUG)

• Friday, September 29
• 900am - Noon

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Todays Agenda

• Welcome and Opening Remarks
• Announcements
• Presentations
• Retirement Information Follow-up
• Reconciling GL to Payroll
• Interims
• Position Control
• Leave Roll Over
• Open Enrollment

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Announcements

• Introduction of new NIS HR Lead
• Introduction of new Payroll Supervisor
• Please remember to clear up Leave before year end
• Revised Sign on Screen

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Revised Sign on Screen screenshot
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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.
• Reminder By July 31, 2006, any RET00000 with a
  begin date after January 1, 2007 should have been
  deleted by the agencies. The begin date on
  RET00001 should be the first day of the pay
  period to be paid in January 2007.

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What this means

• The first pay check dated in January must reflect
  the new retirement rate of 4.8, regardless of
  pay period involved.
• Example January 3, 2007 bi-weekly pay checks
  should reflect the new retirement rate.

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Reconciling GL to Payroll

• Why is this important to us?

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Interim Questions and Answers
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Interim QA

• How do you process a leave adjustment on an
  interim (i.e. using DBAs or using 892/894
  adjustments?
• Depends on situation
• You should use the 89x DBA for those adjustments
  if it is from past years.
• If it is from the current year you should use
  8501 or similar.

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Interim QA (cont.)

• How do you calculate the 4.33/4.8 retirement
  split when they hit the 864 amount on an
  interim?
• Any amount of gross wages through 19,953.81
  multiply by 4.33
• For gross wages over 19,953.81 multiply by 4.8
• Use the correct DBA 1110/1117

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Interim QA (cont.)

• If I want to use YES for process all deductions,
  how do I find the DBA codes and amounts that need
  to be listed?
• DBA Instructions
• List on Pay Comp
• Check previous pay stubs
• Paycheck Review Void

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Interim QA (cont.)

• If I use NO on process all deductions, how do I
  find the DBA codes and amounts that need to be
  listed?
• DBA Instructions or
• Enrollment with eligibility or
• Check previous pay stubs
• Paycheck Review Void

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Interim QA (cont.)

• Do I have to list both the hours AND the lump sum
  for each timecard?
• Yes

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Interim QA (cont.)

• Where do I get the current interim worksheet and
  payroll calculation forms?
• Navigate to the DAS Accounting Division website
  www.das.state.ne.us/accounting/
• Click Forms
• Look under Payroll Forms section
• Interim Payroll Worksheet
• Payroll Calculation Spreadsheet for 2006

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Interim QA (cont.)

• I paid off an employees vacation leave on an
  interim, but the pay stub still shows the same
  vacation balance as their last pay stub, why?
• A fix for this issue is being tested and will
  hopefully be ready to go by middle of October.

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Interim QA (cont.)

• What subject line do I need to use when I send in
  my interim request and where do I need to send
  it?
• Navigate to the DAS Accounting Division website
  www.das.state.ne.us/accounting/
• Click Agency Contacts
• Click the Interim Payroll E-mail Link
• Email address State_Accounting_at_das.ne.gov
• Subject line Interims

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Interim QA (cont.)

• Can I process an interim for a terminated
  employee?
• Yes, but must take out pay stops date and change
  pay status to 9
• You should be doing all termination checks on a
  regular payroll unless Rules/Labor Contract
  stipulates a faster turnaround

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Interim QA (cont.)

• Can I do a direct deposit on an interim check or
  does it have to come as a paper warrant?
• Paper Warrant

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Interim QA (cont.)

• How do I refund benefit payments via an interim
  when there are no gross wages owed?
• List the DBAs and use the .01 in and .01 out
• Put the BU above the .01 in out that you would
  like used

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Interim QA (cont.)

• I have to pay wages at different rates but the
  pay calculation worksheet only allows me to enter
  one rate of pay, how do I do that correctly?
• Calculate the total gross pay by using the
  appropriate hours and the corresponding rate
• Enter 1 for the units and the total gross wages
  as the rate
• For audit purposes we recommend listing the
  documentation behind the gross wages

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Interim QA (cont.)

• How do I calculate the pay for a monthly employee
  who is hired or terminated in the middle of the
  month?
• This is partial month pay and may be dealt with
  differently from agency to agency.

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Interim QA (cont.)

• When using Labor Distribution, would State
  Accounting prefer it be broken out on a separate
  spreadsheet?
• Yes

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Interim QA (cont.)

• Do you always use an interim for new hires?
• No, only use an interim for new monthly employees
• Do you always use an interim for terminations?
• No, only use an interim if the termination date
  for a monthly employee is more than 10 business
  days away from the paycheck date

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Position Control
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Leave Roll Over
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Leave Accrual Changes for 2007

• A new vacation leave accrual DBA and a new sick
  leave accrual DBA will be created.
• The new accruals will accumulate leave earnings
  from existing the sick and vacation accruals.

8600 (New Vacation Accrual)
8601 (New Sick Accrual)
8500 (BW Vac)
8501 (Mo. Vac)
8503 (Mo. Sick)
8502 (BW Sick)
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Leave Accrual Changes for 2007 (cont.)

• At the end of the year, only these new vacation
  and sick leave accruals will be rolled over.
  This will enable employees to have leave accruals
  under more than one leave plan during the year,
  and their beginning balances for the next year
  will be correct.
• There will no longer be a need to contact State
  Accounting to combine multiple leave accruals
  into one.

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