Payroll User Group...2017/09/13 · reading glasses, lasik surgery Dental exams, x -rays, fillings,...
117
Payroll User Group September 13, 2017
Transcript of Payroll User Group...2017/09/13 · reading glasses, lasik surgery Dental exams, x -rays, fillings,...
Payroll User Group
September 13, 2017
Welcome
Kevin McHugh State Payroll Director, CTR
CTR Payroll User Group
Welcome Kevin McHugh Chief Payroll Officer
RECOGNIZING YOUR ROLE: NATIONAL PAYROLL WEEK
• Why what you do matters:
CTR Payroll User Group
National Payroll Week September
You help manage…
– 88,000 payments ($235M Gross) – $42M in Payroll Deductions – $42M in Taxes – 4,500 Garnishment orders
...In a single pay period! Go to NationalPayrollWeek.com for helpful tools and payroll tips Thank you for your commitment and hard work.
CTR Payroll User Group
Welcome
Kevin McHugh State Payroll Director, CTR
CTR Payroll User Group
Suppress and Impress
Office of the Comptroller
Paperless Pay Advice
• No Need for Statistics at PUG • System enhancements complete
Reminder! Start Campaign to Suppress W-2 and 1095 Forms
• Employees can request suppression directly in Self-Service
1095-C Consent Form
Natalie Wadzinski and Sungjun Park, HRD Tim Palmer, ABCD
COMECC Campaign Update
Thanks for all you do for COMECC!
Mission: “To provide expert, compassionate care
to children and adults with cancer while advancing the understanding,
diagnosis, treatment, cure, and prevention
of cancer and related diseases.”
Dana Farber Cancer Institute/ Jimmy Fund
Molly Jackel, Development Officer Vision: “Dana-Farber Cancer Institute's ultimate goal is the eradication of cancer, AIDS, and related diseases and the fear that they engender.”
Guest Speaker
Jimmy Fund
• https://www.youtube.com/watch?v=Fj4nHmV4DEY • https://www.youtube.com/watch?v=4QE-yTWSWgI
Videos
20 Most Popular COMECC Charities Rank Charity
1 United Way Of Central Massachusetts, Inc. 2 Worcester County Food Bank, Inc. 3 UMass Memorial Foundation, Inc. 4 Planned Parenthood Federation Of America 5 Doctors Without Borders USA, Inc. 6 St Jude Children's Research Hospital 7 Dana-Faber Cancer Institute, Inc. (The Jimmy Fund) 8 Pine Street Inn 9 Berkshire United Way
10 American Cancer Society, NE Division 11 Planned Parenthood League Of Massachusetts 12 Rosie's Place, Inc. 13 Greater Boston Food Bank 14 American Civil Liberties Union Foundation 15 Shriners Hospital For Children 16 Boys And Girls Club Of Worcester 17 MSPCA/MA Society For The Prevention Of Cruelty To Animals 18 Berkshire County Kids' Place And Violence Prevention Center 19 Mount Wachusett Community College Foundation, Inc. 20 Southern Poverty Law Center
• Northeast Animal Shelter, Salem
• Second Chance Animal Rescue, Inc. Cape Cod
• Sunny Meadow Sanctuary, • Families First Parenting
Programs • Government Center Child
Care Corp • Horizons for Homeless
Children • Boston Area Rape Crisis
Center
• The Family Pantry of Cape Cod
• HAPHousing • Project Bread/Walk for
Hunger • Food Link, Inc. • Warrior Thunder
Foundation • Special Olympics
Massachusetts • Sportsmen's Tennis Club
New COMECC Charities
What’s New
Coming October 1st
Save on your Insurance!
Choosing Metro Insurance Advisors means: ► You’ll get reliable service, trustworthy advice, and the best quality products
available. ► Local experts help find you the right coverage to fit your specific needs. ► Metro Credit Union members living in MA receive an exclusive discount on
Auto Insurance. ► Save even more money through a multi-policy discount by combining more
than one insurance policy through Metro Insurance Advisors.
October 1st
Metroinsuranceadvisors.com
Online Money Market Special
Account to Account Transfers
2018 Calendars
Metrocu.org/state
State Specials
25
https://www.metrocu.org/mastatehrcmscontacts
Schedule Now! ► Dedicated Account Representatives
─ Lunch and Learn Sessions ─ Open Enrollments ─ Benefit Fairs ─ Employee Financial Education
Seminars
► Promotional Materials Available ─ Payroll Inserts ─ Bulletin Board Posters ─ Intranet Links ─ Flyers and Brochures
27
Thank you
PUG Meeting Flexible Spending Accounts
September 2017
Important Plan Year Dates 2018 Fiscal Plan
Year 2017 Fiscal Plan
Year
Plan Year 7/1/2017 – 6/30/2018
7/1/2016 – 6/30/2017
Grace Period to Incur Claims 9/15/2018 9/15/2017
Deadline to Submit Claims 10/15/2018 10/15/2017
2017 Fiscal Plan Year Stats
Total Claims 7/1/2016 - 6/30/2017
Mobile App Claims 2,362
Online Claims 9,612
Debit Card Transactions 341,547
Debit Card Auto-Substantiation Rate 80.5%
Faxed Claims 9,786
Mailed Claims 1,286
Health Care - $250 to $2,600
Health Care FSA
Rx & Office visit Co-pays, Deductibles, X-rays, Lab, Hospital,
Mileage to/from health care providers
OTC-Band-Aids, Sunscreen, Braces, First
aid supplies, Pill holders, Blood pressure
monitors, thermometers, diabetic
supplies
Vision exams, eyeglasses, prescription
sunglasses, contact lenses/solutions,
reading glasses, lasik surgery Dental exams, x-rays,
fillings, orthodontia, crowns, bridges,
dentures & adhesives, occlusal guards,
implants
Hearing exams, hearing aids and batteries
Over-the Counter Items
34
Dependent Care $5,000*
Dependent Care FSA
Children through age
12; older dependents
Babysitting while you
work
Preschool, nursery school
Before or after school
care
Day Camps
*$5,000 limit is per calendar year $2,500 if married and filing separate tax returns
Multiple Claim Filing Options
ASIFlex Claims
Online www.asiflex.com
Mobile App
ASIFlex Mobile App Free! Video tutorial on asiflex.com/gic Use on smart phone or tablet Snap a picture of documentation Submit right from the
pharmacy doctor’s office dental or vision office
Check your balance 24/7!
ASIFlex Card HCSA Debit Card
Provides an easy way to pay Use of the card is optional Use of the card is not paperless Must provide documentation upon request Use of the card is regulated by the IRS
Three requests for substantiation sent to participant Submit claim documentation upon request; otherwise,
IRS requires the card be deactivated
Claim Documentation Type of Expense Documentation Needed
If covered by insurance Insurance payer Explanation of Benefits; or itemized statement
If not covered by insurance Itemized statement must include: 1. Provider name/address 2. Patient name 3. Date of service 4. Description of service 5. Dollar amount
OTC Drugs & Medicines Physician Rx and itemized merchant receipt
OTC Medical Supplies/Items Itemized merchant receipt
Rx Pharmacy receipt, printout from pharmacy or itemized mail-order receipt
Note: Do not submit cancelled checks, credit card receipts, balance forward or paid on account statements, or pretreatment estimates.
Sample Merchant Itemized Receipt
Sample itemized receipt for office visit copay.
Sample Pharmacy Script
Sample Pharmacy Printout
Sample Provider Itemized Statement
asiflex.com/gic/usefullinks ASIFlex Wallet Card
asiflex.com/gic/usefullinks
Online Resources www.asiflex.com/GIC Access your FSA account detail Read secure messages sent to you – Very Important! GIC Participant Handbook – Very Important! Extensive eligible/ineligible expense listing FSA Store - thousands of eligible FSA products Frequently Asked Questions Expense Estimator & Tax Savings Calculator Educational videos IRS Forms & Publications
GIC Online Resources http://www.mass.gov/anf/employee-insurance-and-retirement-benefits/benefit-enrollment/forms/active-employee-forms
Participant Handbook – Very Important! Debit Card Rules Eligible Expense Listings Enrollment Form Change in Status Request Form Claim Appeal Form Refund Requests (located under GIC Coordinator
News)
GIC Resources Audit Group Benefit Coordinators and Payroll
Administrators Resource Assist with coordinator/agency questions Phone: 617-727-2310 Ext. 2
ASIFlex Client & Customer Service Client Services for HR/Benefits Coordinators ASIFlex.com/GIC Primary Account Manager
Kaleena Kollmeier [email protected] 573.777.5631
Backup Account Managers 1-888-602-4132
Participant/Employee Customer Service ASIFlex.com/GIC [email protected] 1-800-659-3035
Do not refer employees to account manager!
56
SMART Plan Agenda
Presented by Rob Young, Manager Retirement Counseling
SMART Plan new website! Participant Data Interchange update Catch-up Updates Questions
Coming soon – new website
New Experience – September 27
57
Special Catch-Up
59
60
Accelerated Code (item 7)
When a participant elects the Special Catch-Up provision, a “Catch-Up” indicator is displayed
Employee must have this approval before participating in Special Catch-up, including Sick/Vacation pay deferrals
Enter amount and number of eligible years in the Savings Management Panel
61
Deferral End Date and Amount
Deferral End Date (item 8) – Insert Calendar Year row for each year that applies – For example, end date of 12/31/2018 requires a Row
for Calendar Year 2016, 2017 and 2018
Amount (item 9) – Combined allowable deferral amount is listed on the
file – You will need to calculate the Adjustment Amount
and enter the amount in the Savings Management Panel
62
Deferral End Date and Amount
9 8
Updates
63
SMART Retirement + Beyond Seminars
Refund Information
64
Questions?
Thank you
MARIS UPDATE
MARIS Data • MARIS is designed to accurately track employee data,
service hours, deductions, and highest years of pay • The increase of data will better manage employee balances, years
of service and eligibility • The system will better track pensionable earnings outside of
regular pay (retros, differentials, and other regularly recurring income)
• Each pay period system will edit against all data to identify potential or actual errors and warnings
• With increased monitoring, agencies will begin getting bi-weekly request for corrections or explanations of data entry mistakes
Top Known Mistakes • Hiring and paying employees without required data
• Back dating, or failing to pay on the first payperiod employment • Doing a prior period adjustment in the payperiod after the hire date • Using a Retro code
• Rehire for Retro (non-pensionable payment) and leaving Pension Plan Active
• Position Standard hours do not match job codes, i.e. 40 hour employee in a 37.50 job code • Mass Update performed last Friday • All information was in the CommonHelp bulletin
Shift Supervisor Matrix
• Delivered functionality allows multiple lateral supervisors to approve timesheets for each other’s direct reports
• Approvers must be part of “Reports To” structure
Nurse Manager
First Shift Supervisor
Nurse 1
Nurse 2
Nurse 3
Second Shift Supervisor
Nurse 4
Nurse 5
Nurse 6
Third Shift Supervisor
Nurse 7
Nurse 8
Nurse 9
68
Shift Supervisor Matrix
• Based on Position and reports to structure, maintains alignment with organizational chart
• Minimal maintenance • Replaces shared responsibility • Eliminates need for delegation in case of
absence
69
Current Use Example
• Charlestown Garage – three shift supervisors for approximately 300 operators – M Smallcomb – Time
Reporter Group 14823 – L Depina – Time
Reporter Group 14853 – L Battle – Time Reporter
Group 14862
70
71
72
73
74
75
76
77
Questions
78
• Independent departments should contact Statewide Payroll Team to discuss implementation
• Executive departments should contact Human Resources Division to discuss implementation
Commuter Choice – Transit and Parking
Presented by Jasmine Shamer 09/13/2017
79
Reports Available
If your division is not getting all the email notifications from Benefit Strategies for changes or enrollments, or if your employees are not submitting copies of their completed election forms, a report can be generated by Benefit Strategies with all changes done within a date range. Please call or email Jasmine Shamer @ Benefit Strategies and request this report as often as needed – please make sure to provide your agency code when calling or emailing ([email protected] )
80
Monthly Balance Reminders
Benefit Strategies sends email reminders to all members every month, between the 3rd and 5th of the month, asking them to login to their account and check their balance
Very important that members do check their balance on a regular basis to make sure they have enough month to month for their commuter TRN or PRK expenses, and that they’re not in excess of too much money
Balances automatically rollover from month to month, and plan year to plan year if it’s not spent – the intension is that members spend exactly what they put into the plan every month based on their PR deductions
81
Stats as of 5/08/2017
Extra funds that are not being used by your employees:
82
Over $500 Total # of EE's Division $1,811.00 3 AGO1000
$577.75 1 ALA0413 $510.00 1 APC3930
$3,600.00 4 BHC0001 $508.15 1 BLC1000 $685.00 1 BSB1000 $519.50 1 BSC1000
$3,407.00 3 CPC1000 $570.00 1 DAA1000
$2,419.00 1 DCP1000 $3,457.00 5 DCP3000 $1,347.20 1 DCR1000
$525.75 1 DCR3000 $1,209.35 2 DMH1000
$2,683.25 4 DOI1000 $7,475.60 11 DOT1000 $5,683.75 7 DPH0294 $3,829.65 5 DSS0993 $8,712.52 10 EHS0100 $5,796.75 7 EHS6000 $3,947.40 7 EOL1000 $1,642.10 3 EQE0427 $1,679.95 2 HRD1000 $8,020.85 9 ITD0001 $1,128.20 2 MCA9999 $1,122.75 1 MCB7000 $7,294.40 7 MRC9000 $3,170.50 4 OCD1000 $2,657.70 4 REG2000 $4,668.00 5 SJC2000 $7,232.22 9 TRC $2,092.50 3 TRE1400 $3,995.20 6 UMS0182 Boston $2,582.60 3 VET1000 $2,158.00 2 WEL6000
Stats Continued
Total in overages (more than $500 per account) $121,463.93, this number went down from $130,354 since June 2017
DOT1000 has the largest # of Employees (11) EHS0100 has the largest $$ amount ($8,712.52) this
number went down from $9112 since June 2017 If you wish to receive a balance report for your division,
please email Jasmine at [email protected]
83
Contact Information
Your dedicated Account Executive: Jasmine Shamer
NEW EMAIL: [email protected] Jasmine’s Direct Line: 603-647-4666 ext 1159
Fax#: 603-647-4668 Website: www.benstrat.com
Phone# For Employees: 877-353-9442 Email For Employees: [email protected]
84
Welcome
Kevin McHugh State Payroll Director, CTR
CTR Payroll User Group
Payroll Training Jessica Cogswell Department Assistance Bureau
Payroll Overview
Three hour training that provides an overview of payroll functions and how HR/CMS works with other systems. Participants will learn: • HR/CMS link to LCM • How to use the Best Practices Report • Reading Payroll Reports • Deductions • When to use Additional Pay versus Timesheet • Common errors and how to avoid them
Payroll Overview Dates
• Wednesday, October 18th 1pm-4pm • Thursday, November 16th 9am-12pm
• Register through Comptroller Intranet: https://massgov.formstack.com/forms/training_registration_beta • Register early! Capped at 18 participants
Welcome
Kevin McHugh State Payroll Director, CTR
CTR Payroll User Group
Payroll Reminders Kevin McHugh Statewide Payroll Team
Commonwealth Compliant with ACA
0
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
90,000
January February March April May June July August
Num
ber o
f Em
ploy
ees
Full Time -- ACA >30 Hours Week
Non-Benefited
Benefited
@ 98% !!
Commonwealth Also Covers @3500 Employees not ACA Full Time
Payroll Reconciliation
• Must be completed prior to payroll processing • Will prevent errors from being processed • Will identify errors for correction in a timely manner • HR/CMS Knowledge Center contains job aids, resource
documents, tips and reminders • Additional training and support available from CTR
Statewide Payroll Team and Department Assistance Bureau – Automated processes utilizing SQLs from Commonwealth Information
Warehouse – CommonHelp
HELP!!!
Comptroller’s HelpDesk (617) 973-2468 or [email protected] • Questions about MMARS/LCM • All Comptroller issues CommonHelp (866) 888-2808 or [email protected]
• Questions about HR/CMS, Luminist, DocDirect, CIW, Mass.gov
Employee Service Center (ESC- for departments who subscribe to the service) ESC Home Page
• Employee Calls • Password Resets
Correction mode requests
• The correction mode policy has become much more restrictive to maintain proper audit trail and good internal controls
• Correction mode will only be used when the entry effects an employee’s compensation, creditable service or GIC status
• Every effort should be made to confirm appropriate data entry into HR/CMS before completing actions
• Continued requests for corrections based on data entry errors will result in revocation of HR/CMS security
• The DSO will not be able to request reinstated access until the core user attends mandatory HR/CMS training
Proper method to correct data entry
errors Correction mode is not to be used for cosmetic errors. Most errors can be fixed without correction If you enter an incorrect effective date on Job Data, enter another line with the same effective date and the next effective sequence If you terminate a leave plan or pension plan before the end of the pay period, enter a new line and activate it the following day
Additional Pay should not be used for regular wages -- Additional Pay is used for certain recurring payments and periodic one-time payments
Whenever possible, payments should be made through timesheet
When entering additional pay, core users should not populate the Goal Balance field. This field is system generated. Matching the Goal Amount and Goal Balance will prevent the payment from processing
To end an Additional Pay entry, core users should not uncheck OK to Pay or enter zero amounts in the earnings fields
ADDITIONAL PAY
Ending Additional Pay Entries When it is determined that an additional pay entry (either one-time or recurring payments) should not be paid, there are multiple ways for a core user to end these payments Example: Recurring payment to an employee for additional hours for a defined period of time (15 hours at $35/hr for 9 weeks)
Ending Additional Pay Entries
Enter a matching Goal Balance and Goal Amount
Enter an end date in the prior pay period
Welcome
Kevin McHugh State Payroll Director, CTR
CTR Payroll User Group
Payroll Reminders Kevin McHugh Statewide Payroll Team
Hires and Terminations
• Effective dates of hires and terminations effect an employee’s compensation as well as their creditable service and GIC status
• Checklists are available for Hire, Termination with Pay and Final Term • All new hires are set up with a Hire Checklist
Hire Checklist After personal data is attached to job data, the core user is returned to the organizational relationship page Clicking on the double arrow icon will navigate to Commonwealth Hire Checklist The Link IDs will navigate directly to the page which needs to be completed When finished, close the page and come back to checklist to change the status
Checklists can be customized
There are select available actions which can be added Statuses can be changed (notified, received, completed) Actions without links are non-system actions
Termination Checklists Term with Pay
Termination
Navigate to Main Menu > Workforce Administration > Personal Information > Organizational Relationships > Person Checklist Select Checklist from Lookup Same functionality as Hire Checklist
Effective Dates
• Effective dates are extremely important!! – SSTA conversions need to be future dated (Sunday of the next pay period). – Reports To changes need to be future dated (Sunday of the next pay period) – Schedule changes need to be future dated (Sunday of the next pay period)
and should never be retroactive. This will cause the employees previously reported and paid time to recalculate and over or under pay the employee
• Multiple Time Reporter Data changes in a pay period can prevent an employee from being paid
Mass State Employees Retirement Cap
• Commonwealth employees hired after January 1, 2011 are subject a cap on the amount of compensation that can be considered for purposes of benefits under the Massachusetts State Employees’ Retirement System (“MSERS”).
• Under provisions of state law, the cap on the amount that is considered “regular compensation” for purposes of retirement contributions and for the calculation of a retirement allowance is currently set at 64% of the Federal Limit under U.S.C. 401(a)(17). The U.S.C. 401(a)(17) limit is $266,000.
• For the 2015 calendar year limit on regular compensation under G.L. c.32 is $169,600 (64% of $266,000). CY 2015 Contribution Cap: $18,056.00
• Departments must review and work with CTR for employees who may be in excess or close to reaching the cap.
End of Accounts Payable
• “AP” earnings codes were removed from HR/CMS.
• Dates prior to 7/1/2017 will not be accessible in Timesheets.
CTR Payroll User Group
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.
• Department’s 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.
CTR Payroll User Group
Deficiency Payroll
Steps:
• Request to CTR APB for approval • Transfer $$ to CTR account • Dept enters Prior Year Deficiency (PYD) code in
HR/CMS Payroll for Current FY charges • Based on information from department, CTR payroll
processes cross departmental rule and labor distribution to charge CTR account (EPPA/DEPTE/DEACC)
CTR Payroll User Group
Welcome
Kevin McHugh State Payroll Director, CTR
CTR Payroll User Group
Qualified Parking and Transit Program
HR/CMS Set Up Statewide Payroll Team
Parking In Additional Pay: Enter BQT reimbursement offset In General Deductions: Enter QTPARK and QTPER2 The Qualified Parking deduction deducts from the 2nd pay period of the month only. BQT Reimbursement offset set up: Earning Code: BQT
Addl Seq # : Earnings: $1.50 Ok to pay Select Second Pay Period ONLY Qualified Parking deduction set up: Deduction Code: QTPARK Effective date: Calculation Routine: Flat amount Flat/ Addl Amount: $ Qualified Parking fee set up: Deduction Code: QTPER 2 Effective date: Calculation Routine: Default to Deduction Table
Ending Qualified Parking (User needs to end BQT reimbursement offset, QTPARK and QTPER2) BQT effective/end date In Additional Pay, use the last day of the previous pay period if the employee should not receive the payment in the current pay period or in the future. QTPARK effective/ end date Within the Create General Deduction panel, enter a date in the current pay period. Do not use the last day of the pay period. QTPER2 effective/ end date Within the Create General Deduction panel, enter a date in the current pay period. Do not use the last day of the pay period. *Using the last day of the pay period for general deductions will allow the deduction to occur one final time.
Transit In Additional Pay: Enter BQT reimbursement offset In General Deduction: Enter QTTRAN and QTPER1 The Qualified Transit deduction deducts from the 1st pay period of the month only. BQT Reimbursement offset set up: Earning Code: BQT Addl Seq # : Earnings: $1.50 Ok to pay Select First Pay Period ONLY Qualified Transit deduction set up: Deduction Code: QTTRAN Effective date: Calculation Routine: Flat Amount Enter Flat/Addl Amount: $ Qualified Transit fee set up: Deduction Code: QTPER 1 Effective date: Calculation Routine: Default to Deduction Table
Ending Qualified Transit (User needs to end BQT reimbursement offset, QTTRAN and QTPER1.) BQT effective/end date Within Additional Pay, use the last day of the previous pay period if the employee should not receive the payment in current pay period or future. QTTRAN effective/ end date Within the Create General Deduction panel, enter a date in the current pay period. Do not use the last day of the pay period. QTPER1 effective/ end date Within the Create General Deduction panel, enter a date in the current pay period. Do not use the last day of the pay period. *Using the last day of the pay period for general deductions will allow the deduction to occur one final time.
Employees MUST enroll and un enroll online at https://www.benstrat.com/clientlink_ctb.php Benefit Strategies will e-mail the department payroll contact to begin/end deductions. If the employee is currently enrolled in transit for the MBTA and enrolls for additional parking their Visa debit card will be updated accordingly. If the employee is enrolling for the first time, an account will be established and a debit card will subsequently be sent to employee home address. Employee must print out the online notification and give to their Payroll Director. *Foot Note: Historical BQT reference Administrative fee of participants beginning with August 2010 deductions. There is a fee of $1.50 monthly to the employee. The reimbursement of that $1.50 fee will be charged to the department appropriations based on the employee's labor distribution. Independent and Constitutional Offices may choose this option also, or have the QTPER paid directly from the employee with no BQT reimbursement. Comptroller Memo FY#2011-03 http://www.mass.gov/comptroller/docs/fy-updates/fy11/2011-03.doc
Too Many Active Jobs Creates Risk of Errors
0
50,000
100,000
150,000
Pay End Dates
Unpaid Active Jobs
Employees Paid
All Active Jobs
Welcome
Kevin McHugh State Payroll Director, CTR
CTR Payroll User Group
Suppress and Impress
Office of the Comptroller
Paperless Pay Advice
• No Need for Statistics at PUG • System enhancements complete
Reminder! Start Campaign to Suppress W-2 and 1095 Forms
• Employees can request suppression directly in Self-Service
1095-C Consent Form
Thank You!!!
