Payroll Reps Meeting

July 11, 2012 SON Auditorium Room 130

10AM - Noon

PRESENTERS Jackie Ball

HR-Service Center Supervisor, Human Resources

Kamaria JacksonIT Manager, Human Resources

Candace ChowPayroll Manager, Financial Services

AGENDA

TALX – The Work NumberTerminationsPayroll RemindersETS StatisticsDual Employment Report

TALX

The Work Number®

Employee Self-Service

Employment & Income Verification System

What is the Work Number ®? THE WORK NUMBER® is a service of TALX Corporation that provides an automated process to handle employment and income verifications within a matter of minutes. This fast, secure service is used for mortgage applications, reference checks, loan applications, apartment leases, government aid or most other applications that require proof of employment.

What the Work Number is Not® ?

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1. It is not a reference check system.2. It is not a credit score check system.3. It does not hit your credit report.4. It is not a tool to calculate years of service.

Why The Work Number® ?Employer 10 times more data

than any other provider Vast verifier network

maximizes return on investment

Limits exposure from subjective release of data

Data housed in TALX controlled facility

State-of-the-art data security and privacy

Dedicated Client Service Teams

Financial Stability Sustainable business

model (low cost to employer/ verifier)

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Verifiers FCRA compliance

mandates Industry designed formats

(Meet Fannie/Freddie reqs.)

TALX verification rates allow for a return on investment

Single source to access majority of working population records

Multiple access methods & ease of use

Access to IRS tax transcripts (self-employed records – req. by new Fannie/Freddie regulations)

Access to credit reports and other mortgage services through parent company, Equifax.

Employees Self-Service for the

Employee Only credentialed

verifiers with proper authorization access data

Rights protected as consumers (FCRA)

Online Employee Data Report (allows employee to view data)

Data is secure and private

Data is trusted by verifiers to be accurate (best possible rates)

Expedited verification process and faster loan approval

Ease of completing transactions

Who is Considered a VerifierQ: Who is considered an Employment Verifier with The Work Number?A: A verifier can be any lending institution, property manager or other business that needs to verify

employment or income.

Q: What is a Commercial Verification?A: Standard employment and income verifications are commonly referred to as commercial

verifications. Q: Does an employment or income verification take longer with The Work Number?A: No, it is typically turned around instantly. In addition, the automated service is available anytime,

anywhere. Q: What is a Social Service Verification?A: Typical social services verifications include TANF, Food Stamps, Public Housing, Medicaid, Child

Support, WIC, Welfare to Work/Job Corp Programs, Social Security, Supplemental Security Income (SSI), Social Security Disability Insurance (SSDI) and others.

Who is a UM Employee? Anyone who is paid through the State of Maryland and is in eUM. This does

not include payments through Accounts Payable, VA, UMMC, or FPI.

Who is the Employer? The University of Maryland, Baltimore.

The Work Number®

Employees:

• Direct the ‘verifiers’ (loan providers, mortgage companies, prospective employers) to The Work Number for all verifications of employment and income.

• When employees want to get their income verified, they should go to the www.theworknumber.com or 800-367-2884 TALX Service Center 24/7. With their employer code, UMID and PIN, they are able to create a salary key to pass along to the verifier.

What does The Work Number® look like?

How is it accessed?

Sample Verification of Employment

Sample Verification of Income

Web Managers• Kamaria Jackson 63072• Jackie Ball 67600• Natasha Zhalkovsky 63072

Web managers are to be contacted for coupon codes only. Other Work Number issues should use the Client Access number.

TERMINATIONS

TERMINATION

Current process – Termination is sent to Central Payroll Bureau (CPB) 60 days after termination effective date or action date, whichever comes later

**New** - Terminations will be sent to CPB 30 days after termination

PAYROLL REMINDERS

PAYROLL PROCESSING

Payroll Adjustment Form Late adjustments may not be processed until next pay

period. Check due dates from the Payroll Calendar

http://www.fincsvc.umaryland.edu/payroll/calendars.cfm

Cost Center Report/Payroll Register Departments must run either of the report to ensure

employees are paid correctly. The last run (usually Friday) must be verified by the TL

Approver and keep on file.

PROCESS LEAVE PAYOUT Submit Payroll Adjustment Form (PAF) with

supporting documents: eUM Leave Inquiry Page (the most recent record):

Home > Compensate Employees > Administer Base Benefits > Inquire > UMB Leave Inquiry

Faculty Leave Record (Payout for Faculty) eUM Job Data/Compensation Page where you can see the

hourly rate and the termination effective date Run query UMB_ETS_TIMESHEET_HISTORY_EE to show if

employees have any missing timesheets Attach contract if the payout is for a CII Employee Show calculation of how you reach the payout amount

PROCESS LEAVE PAYOUT Complete Payroll Adjustment Form (PAF):

Enter Termination Date in ‘Dates of Service’ field Enter HRMS Account code ‘0000015682’ for

Termination > or = 7/1/12 Enter leave hours and payout amount on the form for

all employees have an eUM Leave record Enter proper leave adjustments using the Leave

Adjustment Earnings Codes (XVH, XVS, XHH, XHS, XPH, XPS, XSS, XSH) when necessary

EX.: Employee terminated effective 6/9/12, but accrued for the entire pay period due to late EA submission, department will have to adjust the leave balances Adjustments as below:Annual: 6.76928 (earned) – 3.384 (6.76928/2) = 3.38 hoursSick: 4.615 (earned) - 2.307 (4.615/2) = 2.308 hours

LEAVE INQUIRY PAGE

Term Eff 6/9/12: Leave Adj: -6.769 + 3.384 (1/2 PP) = -3.384 (XVS) -4.615 + 2.307 (1/2 PP) = -2.308 (XSS)

On PAJ: FPA 297.82 (301.20 – 3.38) FPH 32.00 XSS (2.31)

XVS (3.38) XPS (16.00)

LEAVE ADJUSTMENT Send FS-Payroll a PAF for leave adjustment

Supporting documents are required. Ex. Employee did not turn in an ETS- a paper timesheet was submitted with leave taken

Leave adjustment will be entered directly on Employee’s Leave Accrual page. The result will not appear on Cost Center Report/Payroll Register. It will appear on Leave Accrual Report

Zero out leave balances at termination

ETS STATISTICS A page created for departments to manage

timesheet completion, it can be found at eUM: Home > Self Service > Manager > View > UMB ETS

Statistics Query: UMB_ETS_CLOSED_TIMESHEETS

Recommend to perform bi-weekly reconciliation Timesheet can be processed in eUM with “open” pay

periods Timesheet cannot be processed in eUM with “closed”

pay periods

ETS STATISTICS Timesheet (TS) in “closed” pay periods

Reconciliation procedures: Paper TS with supervisor’s approval Departments to submit Payroll Adjustment with

paper timesheet as backup to FS-Payroll if leave was taken

TL Initiator enter and save “Reconciliation comment” on Statistics Page to remove a closed TS and file the paper TS

LEAVE Leave Accrual Report

Must run the report each pay period and verify after receiving email from FS-Payroll Report will not be correct if timesheets not in ‘loaded’

status so make sure employees submit timesheet on time

eUM is the official record so the leave payout is based on the balances in eUM

Year End Leave Rollover Process Maximum allowable carried over is prorated

based on FTE for employees working less than 100% and over 50%

DUAL EMPLOYMENT REPORT In compliance with a legislative audit

recommendation, CPB sends: Bi-weekly Dual Employment Report

listing new employees hired at UMB who are also on another state agency’s payroll

Quarterly Dual Employment Report listing employees appear on multiple state

agencies

BI-WEEKLY DUAL EMPLOYMENT REPORT FS-Payroll

Contact the Department PR Rep Campus Schools/Departments

Notify the employee’s supervisor of the multiple jobs situation

Advise supervisor to validate time worked submitted by the employee when approving

Employees appear on dual employment report must start documenting time worked at UMB with timesheet or course schedule with in/out time (if timesheet is not required or in/out time is not required)

QUARTERLY DUAL EMPLOYMENT REPORT FS-Payroll

Contact the Department PR Rep Documentation provided by departments Notify HR for employees claiming hours during the same time period

Campus Schools/Departments Notify the employee’s supervisor of the multiple jobs situation Advise supervisor to validate time worked submitted by the employee

when approving Employees appear on dual employment report must start documenting

time worked at UMB with timesheet/course schedule with in/out time (if timesheet is not required or in/out time is not required)

Contact the other state agency for the in/out time worked to make sure no overlapping hours were reported

Submit documentation to FS-Payroll quarterly

Questions? Comments? Thank you for your time today!

CONTACTS FS -Payroll

Phone: (410) 706-1243 E-mail: DL-BFPayrollHelp@af.umaryland.edu

HR- Service Center Phone: (410) 706-7600