Payroll User Group

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Payroll User Group

• September 12, 2007
• Office of the Comptroller

2
Welcome

• Kevin McHugh
• Payroll Bureau Director, CTR

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Public Information Requests

• Martin Benison
• Comptroller of the Commonwealth

4
Current Status

• At this time very few HR Directors have requested
  or been granted security for access to the Panel
• New report of Commonwealth employee compensation
  generated following the payroll run of October 2,
  2007 which will exempt information based on
  entries recorded. All flags must be set by
  Monday, October 1.
• This standard compensation report will be run
  quarterly in January, April, July and October
• Each time a Public Information Request is made
  for the state payroll the PIR Officer has issued
  an e-mail notice to CFOs. We have modified our
  procedures to also notify Payroll Directors and
  HR Directors. Unless another date is specifically
  requested the most recent report run will be
  provided
• Notice of this policy and form should have been
  circulated to your departments employees by now

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Summary of Payroll Public Records Exemption
Policy

• Under the public records law G. L. c. 4, 7(26),
  an employees name, title, salary and department
  are considered public information.
• If a public information request is made to either
  a department, or a statewide payroll request is
  made to the Office of the Comptroller (CTR), a
  department and CTR are mandated to provide this
  information
• Under this law, a person making a public records
  request can not be asked the reason for the
  request
• The personal safety of certain victims of
  adjudicated crimes or domestic violence, sexual
  assault or rape may be compromised when this type
  of information is released. There are exemptions
  under G. L. c. 66, 10(d)
• Departments have their own internal procedures
  related to responding to public records requests
  and will need to update these procedures to
  include this exemption.

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PIR Exemption Overview

• New Form - Public Records Exemption Form
• Employees must submit their form to their HR
  Director, General Counsel or in the alternative,
  they have the option of contacting (in
  confidence) the Director of the Workplace and
  Domestic Violence Prevention
• New HRCMS Panel to track Exempt Employees
  (Personal Data)
• Requests for access to this page must be routed
  through and authorized by the agency HR Director
• See CTR Policy on Payroll Public Records
  Exemption (includes new HRCMS Job Aid)

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Sample Page
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Massachusetts State Employee Credit Union

• Rachel Majorowski

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National Payroll Week Sept 3-7
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National Payroll Week Sept 3-7

• You help manage
• 76,000 payments (160M Gross)
• 27M in Payroll Deductions
• 5,600 T-passes
• 3,000 Garnishment orders
• ...In a single pay period!
• Thank you for your commitment and hard work.

11
Payroll Reminders

• Kevin McHugh

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End of Accounts Payable

• AP earnings codes were removed from HRCMS
• PPA for dates prior to July 1, 2007 will be shut
  off from Payline (departments should contact
  their HRD Analyst for details on Record Only
  Adjustments)
• See report HMPAY037 for all detailed activity
  shut off from pay (available after every calc)

13
Deficiency Payroll

• Prior year payments are authorized expenses that
  were incurred in a prior fiscal year but the
  Department did not recognize that these expenses
  were incurred or the expenses were recognized
  after the end of the accounts payable period.
• Departments current fiscal year account is
  charged back by the Office of the Comptroller in
  order to support the expenditure.
• CTR APB Contact is John Newell 617-973-2658

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Deficiency Payroll

• Steps
• Request to CTR APB for approval
• Transfer to CTR account
• Department processes HRCMS Payroll as Current FY
  charges
• Department notifies CTR Payroll to create the
  Labor Distribution
• CTR Payroll will process the cross departmental
  labor distribution to charge CTR account
  (EPPA/DEPTE)

15
Collective Bargaining Agreements Implementation

• NAGE and MNA are still unfunded
• Expect retro to 7/8

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Changes to Qualified Parking

• Why can we do this? The Monthly Exclusion
  Amounts will be the same for both Federal and
  State (215)
• PKF and PRF will be reconfigured to calculate
  both federal and state withholding amounts.
• The use of state earnings codes PKS and PRS will
  no longer be needed.
• HRCMS will systematically shut off all PKS and
  PRS additional pay entries in HRCMS on 10/4.
• Department Actions Departments should ensure the
  current calculations for the monthly Federal
  exclusion amounts are accurate and up to date.
  Any corrections should be made prior to the
  conclusion of PPE 9/29/07.
• Changes will begin in pay period 10/13/07
• CTR PRB will correct any State balances
  assuming Federal balances are correct.

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Year End Deadlines

• Receipt vouchers for pay period ending 12/08/07,
  submitted to TRE 12/21/07
• Receipt vouchers for pay period ending 12/22/07,
  submitted to TRE 12/31/07
• Please do not wait until last minute with your
  questions
• (as usual) HCSA/DCAP/HCSAF and COMECC Deduction
  Fields will be auto end-dated
• Other Year End activities will be reviewed at the
  December Meeting

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Year End Deferred Comp

• Return of Excess Deferrals
• Anne Gately, ING

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Deferred Compensation - reminder

• Watch for over-contribution to deferred
  compensation plans
• 15,500 under age 50
• 20,500 over age 50
• 31,000 3-year catch-up.
• Follow instructions from ING on refunds of
  deductions (handout)
• Have your refund requests in to ING by December
  1st

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MBTA Update

• Refunds for May-Aug should be issued by September
  21
• Reminder
• Send All inquiries/requests to the Inbox
• Refunds require return of product
• Include Dept ID/Empl Id/Customer account and
  Pass type on all requests
• (new) Refund Deadline is the 5th of the month

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SSA Verification Background

• Free service offered by SSA that is used by
  Commonwealth to verify all HRCMS employees who
  receive a W2
• Similar but NOT related to the SSA No Match
  Letters process which is a result of IRS W2
  processing and can impose ER fines
• Correcting information now will ensure future
  benefits

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SSA Mismatch

• Inaugural run December of 2006
• 4.6K mismatches of 94K submitted
• Errors include SSN Not on file to some bad
  combination of Name, Gender or DOB
• 12 employees had the critical SSN not on file
• Errors can be a result of information in HRCMS

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SSA Verification 2007

• Estimated mid-October results
• Results will be available via Doc Direct
• Instructions/ J-Aid will be created

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Health Connector

• General Processing
• Connector shopping can begin on the Monday
  after HIRE.
• The Special Enrollment Period was extended until
  October 10, 2007
• Deduction information will be sent to the
  applicable Payroll Directors and posted here for
  viewing http//146.243.104.195/DepartShared/Payro
  ll/
• File will be named CCA_deductns_PPE_(/)
• Deductions posted by CTR are for biweekly amounts
  (CCAHI)
• Employee should submit a Payroll Deduction Form
  verifying their acceptance of the CCAHI deduction
  amount

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Health Connector

• Additional Details
• CTR receives Connector Deductions on the 15th of
  every month
• Deduction files only contain new enrollees (do
  not resend prior enrollees)
• Connector will contact those enrollees who have
  not made payments
• Any nonstandard deduction should be entered based
  on employee instructions, but not less than
  amount on the enrollee file

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Upcoming Connector-Issues

• 2nd October deduction is paid on November 2nd
• Delay of Coverage (for late Sept/Oct enrollees)
• Delinquent notices for those already enrolled
• Solution
• To be Announced Goal is to get as many people
  covered in November

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HIRD/ HIBO

• Cindy McGrath
• Communications Director GIC
• Anne McKenzie
• Payroll GIC

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HIRD Compliance

• Applicable to all employees (GIC-eligible and
  Non-GIC eligible) who do not have health
  insurance coverage
• Forms Due by September 28
• Contact Anne McKenzie at 617-727-2310 ext. 7021

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HIRD Questions

• 1 Were you offered Commonwealth-subsidized
  (GIC) health insurance?
• Employee answers Yes if he/she is eligible for
  GIC, otherwise employee answers No.
• 1A If yes, did you decline the
  Commonwealth-subsidized (GIC) health insurance?
• If the answer to Q1 is yes, the employee checks
  yes. If the answer to Q1 is no, then Q1A should
  be left unchecked.
• 2 Were you offered the Section 125 Cafeteria
  Plan to pay for health insurance (the opportunity
  to pay for health insurance on a pre-tax basis
  through the GIC or the Connector Authority)?
• Employee answers Yes if he/she is offered either
  GIC or Connector coverage, otherwise the employee
  answers No.
• 2A If yes, did you decline to use the Section
  125 Cafeteria Plan?
• If the answer to Q2 is Yes then Q2A must be
  checked Yes or No. If the answer to Q2 is No,
  then Q2A should be left unchecked.

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HIRD Questions

• 3 Do you have other health insurance (non-GIC)?
• Employee answers Yes if he/she has health
  insurance elsewhere, otherwise the employee
  answers No.
• 4 Do you have health insurance through the GIC
  as an employee of another agency or
  spouse/dependent of a state employee?
• Employee answers Yes if he/she has GIC coverage
  as a dependent, e.g., spouse, otherwise employee
  answers No.

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HRCMS Tracking

• Track all HIRD responses in HRCMS
• Home gt Compensate Employees gt Administer Base
  Benefits gt Use gt MA Health Ins Benefit Options 
• Signature Date identifies Form received
• Report MBEN021R Departmental HIBO Report will be
  available to identify where a HIRD Form is needed
• See HRCMS JobAid

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Sample HIBO
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Pre-Tax FSA Open EnrollmentHCSA and DCAP

• October 9 November 9, 2007
• Election amounts unchanged
• HCSA 500-2,500
• DCAP Up to 5,000
• Free debit card for HCSA expenses
• Fee unchanged 3.75/month for one or both
  programs
• Three payroll coordinator breakfasts first week
  of October in Boston, Holyoke and Plymouth
  details will be mailed

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HCSA and DCAP Open Enrollment

• Current participants must re-enroll for 2008
  benefits
• Online re-enrollment begins October 9
  www.enrollone.com
• New Employee must print online re-enrollment
  summary page, sign and date it, and give to
  payroll coordinator
• SHPS online re-enrollment report discontinued
• New participant and direct deposit online
  enrollment is in works

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TSA 403B Approved Vendors

• Kevin McHugh

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Why new TSA Plan?

• IRS regulations have changed
• RFP designed to get the best possible TSA
  products
• New oversight, better educational materials and
  wide range of investment options protect
  employees pre-tax investment choices

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TSA Implementation

• 7 vendors chosen for Commonwealth 403B Plan (non-
  UMASS)
• AIG VALIC
• AXA-Equitable
• Fidelity
• ING
• Lincoln
• MetLife
• TIAA-CREF
• Contract Vendors will have benefit information
  materials highlighting the Plans

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Codes to Use
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No New Business for All other TSA 403B Vendors

• Salary Reduction Agreements should be sent back
  to Employee if not on approved list
• Current Deductions can continue until further
  notice

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NETEEZA

• Maureen Robbie, ITD

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CIW Replatforming Project Project Update
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• CIW Replatforming Project
• New Enhanced Query Server
• Migration from an MS SQL environment to a
• Netezza (NPS) data warehouse appliance.

• To support increasing demand of CIW users
• To increase capacity
• To replace aging hardware

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Project Goals

• Substantially improved Query Performance
• MMARS/LCM data available next day
• Enhanced systems assurance between source
  systems and CIW

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Project Update

• Phased Implementation
• Phase 1 MMARS/LCM
• Phase 2 HRCMS/UMass
• Phase 3 Static Data
• Classic MMARS
• PMIS/CAPS
• PCRS/PARIS to be determined

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Project Update

• Currently in Systems and UAT testing
• Performance results are extremely encouraging,
• UAT testing comments
• I'm sure I was the only one running queries at
  this point but that is spectacular. Great job!
• the drop in port duration was astounding.

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End User Impacts

• A new ODBC client will need to be installed at
  the local desktop
• Some data type changes
• Data is case sensitive
• Assistance to users will be provided
• Drop Ins to help modify queries
• Documentation of user impacts
• CIW Website

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Implementation Assistance

• CIW Website, www.iw.state.ma.us will be main
  information center. You can locate the
  information under the Special CIW Replatforming
  project section
• ODBC driver application and instructions
• Job Aids for Data Type changes
• Spreadsheet of column and view name changes
• Schedule of Drop In sessions

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Christmas Payroll

• PPE 12/22/2007 is scheduled to be processed on
  December 25th Christmas Day
• Considering options
• Monday 12/24 processing- will have Sat/Sunday
  system availability but no Monday (Christmas Eve)
• Keeping to normal schedule
• Moving to a Wednesday Processing day
• Risks and benefits being discussed, decision will
  be communicated to departments before next PUG

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PayInfo

• Great employee benefit
• More departments coming on board
• Some departments going paperless

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Payroll Accounting