Welcome to the Payroll/HR Users Group (PHRUG)

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Welcome to thePayroll/HR Users Group(PHRUG)

• Wednesday, March 29
• 900am Noon

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Todays Agenda

• Welcome and Opening Remarks
• Announcements
• Presentations
• Leave Rollover vs. Leave Adjustments
• Holiday Templates
• RUG Update
• Monthly Reports and Inquiries
• Post W2 Issues and W4 Information
• Break out session

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Announcements

• Upgrade Update
• Transfers and Interim Payments
• Zoo Memberships

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Leave Rollover vs. Leave Adjustments
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Leave Rollover

• NIS program run by State Accounting.
• NIS adds the beginning balance on the current
  year accrual DBA to the YTD leave accruals from
  that DBA, and subtracts the YTD amounts from all
  Pay Types that reduce the leave balance (leave
  used, leave payoff, etc.). This creates a
  history record for the new year with a beginning
  balance.

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Leave Rollover

• If an employee has more than one type of leave
  accrual, the system subtracts the YTD amounts
  from the Pay Types (leave used) from each
  accrual, resulting in an understated beginning
  balance for the year.
• It is important that employees have only one
  leave accrual history record at the time leave
  rollover is processed.
• Agencies must contact State Accounting to
  transfer leave accruals when an employee changes
  leave plans.
• Sick leave is automatically rolled back to 1440
  hours vacation leave is not rolled back to 280.

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Leave Adjustments

• Processed by the agency after Leave Rollover
  takes place as part of the agencys year-end
  leave balancing process.
• You know when Leave Rollover has processed when
  DBA history records (with beginning balances)
  exist for the new year.
• Leave balancing instructions can be found on the
  State Accounting web site, along with the
  procedures for processing leave adjustments.

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Holiday Templates
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Holiday Templates

• Holiday Templates generate timecards for the
  Holiday Pay pay type and hours to be paid for a
  holiday. Holiday templates are created using the
  Timecard Templates program.
• Please refer to the Creating Holiday Templates
  work instructions in the HR/Payroll Training
  Manual for more information.
• Log on to NIS

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RUG Update

• Employee History Log
• Retirement Eligibility Report

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Employee History Log

• This report lists dates that employees receive a
  position change, salary increase (ie annual
  adjustments, promotions, etc.,) and the hourly
  and annual rate of pay the employee received.
• Please view the work instructions on the NIS
  Website.

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• Leave the first line of data selection as is.
• Insert any other data selection you would like to
  run the report on. Some examples include
• Home Business Unit
• Change Reason Code
• Employee Address Book Number

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• Enter the appropriate Processing Options
• Enter a Data Item in 4 to run report on a
  specific data item.

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Retirement Eligibility Report

• This report provides a list of employees who are
  due to start retirement within a specified time
  frame and security business unit range. It will
  list their projected participation date based on
  the original hire date entered in NIS.
• Please view the work instructions on the NIS
  Website.

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• Complete the following information
• Beginning Effective Dates
• Ending Effective Dates
• Beginning Security Business Unit
• Ending Security Business Unit
• It would be a good idea to run this monthly for
  the next month to make sure your employees are
  correctly set up to start retirement deductions.
  

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• The report lists a projected participation date
  that is based on the 1st of the month after one
  year has passed from the original hire date in
  NIS.
• If the employee has already been enrolled in the
  retirement plan(s), you will see the DBA begin
  date on the report as well as the Plan ID(s) they
  are enrolled in.
• Please see the Enrollment with Eligibility
  Retirement Enrollment instructions in the
  HR/Payroll Training Manual for instructions on
  how to set up the retirement plan enrollment for
  your employees.

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Monthly Reports and Inquiries
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Benefit Enrollment Outside Group

• Report identifies employees within agency who are
  enrolled in plans outside of their benefit group.
• To access the work instructions, please refer to
  Lesson 10 in the HR/Payroll Training Manual on
  the NIS Website.

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• Add a row of Data Selection to run report by a
  specific Home Business Unit.
• If the report is being run for the entire agency,
  there is no need to enter anything in data
  selection.

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• Choose an "effective as of" date, and choose
  whether to view only active enrollments or all
  enrollments (even inactive ones).

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• Click the Document Setup tab and mark CSV to run
  this report in a spreadsheet type format.

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Dependent Reports

• All Dependents over Maximum Age
• Non-Qualifying Dependents

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All Dependents Over Maximum Age

• This report lists all dependents who are over the
  maximum age for all dependents. Dependents who
  are full-time students are listed with the names
  of the schools in which they are enrolled.
• To access the work instructions, please refer to
  Lesson 10 in the HR/Payroll Training Manual on
  the NIS Website.

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Non-Qualifying Dependents

• This report lists all dependents who are over the
  maximum age for all dependents and are not
  enrolled as full-time students. This report also
  lists all dependents who are over the maximum age
  for full-time students, regardless of student
  status.
• To access the work instructions, please refer to
  Lesson 10 in the HR/Payroll Training Manual on
  the NIS Website.

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• Leave Data Selection as is.

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• Add Date of Birth to the Sequenced Columns.
• Ensure that the arrow in the Sort Order Column is
  pointed up, so the Date of Birth will appear in
  ascending order.

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• In the Beginning Date field, enter the date to
  find dependents over the maximum age as of that
  date. (Ex. Enter 1/1/06 to find all the
  dependents who will be at or over the maximum age
  as of 1/1/06.)

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Post W2 Issues
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Post W2 Issues

• Withholding Deferred Compensation over the
  allowed amount. This needs to be corrected
  before the first of the year.
• Mistakenly setting up employees as exempt from
  FICA and Medicare.
• Discovering months later that an employee was
  overpaid during the last month of the prior
  calendar year.
• Employee Social Security numbers entered into NIS
  incorrectly.

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W4 Forms

• Any employee that wishes to claim exempt status
  with regard to the deduction of withholding tax
  from his or her wages must complete a new From
  W-4 each year by February 15th. If an employee
  fails to give you a new Form W-4 by the February
  15th deadline, then tax is to be withheld at the
  single rate with no withholding allowances.
  Please note if you have a previous Form W-4 on
  file for the employee where he or she did not
  claim exempt status, withhold according to that
  Form W-4.
• You should inform your employees of the
  importance of submitting an accurate Form W-4. An
  employee may be subject to a 500 penalty if he
  or she submits, with no reasonable basis, a Form
  W-4 that results in less tax being withheld than
  is required.

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Break Out Session
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Breakout Session Instructions 10 minutes

• Discuss possible improvements to the system.
  Write the improvement with a possible resolution
  on the paper.

• orange

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