Welcome to thePayroll/HR Users Group

(PHRUG)

Friday, September 29

9:00am - Noon

2

Today’s Agenda

• Welcome and Opening Remarks • Announcements• Presentations

– Retirement Information Follow-up– Reconciling GL to Payroll– Interims– Position Control– Leave Roll Over– Open Enrollment

3

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

4

Revised Sign on Screen screenshot

5

January 1, 2007 Retirement Plan Changes in NIS• NIS & DAS–Employee Benefits will make the

following changes for agencies:– Stop each employee’s active enrollment in RET00000 (DBA

1117)– Change the % on Plan ID RET00001 (DBA 1110) to 4.8%

• Employee’s 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.

6

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.

Reconciling GL to Payroll

Why is this important to us?

Interim Questions and Answers

9

Interim Q&A

• 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.

10

Interim Q&A (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

11

Interim Q&A (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

12

Interim Q&A (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

13

Interim Q&A (cont.)

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

14

Interim Q&A (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

15

Interim Q&A (cont.)

• I paid off an employee’s 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.

16

Interim Q&A (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@das.ne.gov• Subject line: Interims

17

Interim Q&A (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

18

Interim Q&A (cont.)

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

19

Interim Q&A (cont.)

• How do I refund benefit payments via an interim when there are no gross wages owed?– List the DBA’s and use the $.01 in and $.01 out– Put the BU above the $.01 in & out that you would

like used

20

Interim Q&A (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

21

Interim Q&A (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.

22

Interim Q&A (cont.)

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

23

Interim Q&A (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

Position Control

Leave Roll Over

26

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)

27

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.

Open Enrollment

Thank you for coming!

Please remember to fill out an evaluation!