HRS Coordinators. April 28, :30 p.m. Room 1106/1108, 21 N. Park UNIVERSITY OF WISCONSIN MADISON

Transcription

1 HRS Coordinators April 28, :30 p.m. Room 1106/1108, 21 N. Park

2 Agenda Payroll EMPL ID on forms/person in HRS W-4s for employees working out of state/country Hard copy earnings statements HR Updates 2080 vs 2088 Moving to 2 decimals vs 3 HRS/EPM outage New timesheets for nonexempt academic staff - FLSA Rehire and SL balances Comp time balances Security Update Security activities Payroll coordinator roles Adding/Changing Payroll Supervisor/Approver Employee Self Service terminology Communities of Practice (COP) update New COP for Payroll & Benefits professionals Benefits Services Updates Transfers to state agencies TSA contributions Opt-out options Domestic Partner paperwork process Adding/Changing benefits for foreign nationals LOA intention form Open enrollment 2016 will be Oct 17 Nov 11 UW-Madison Benefits Fair Oct Union South

3 Payroll Updates

4 W4 and ACH FORMS Do not send W4 and ACH forms without Employee IDS on the forms. Do not send W4 and ACH forms for employees who are not yet loaded into HRS. Payroll Services Fax: (608) Ph: (608)

5 W4-Tax Implications Non-Standard Tax Situations: Employees working remotely from home outside of Wisconsin Employees working at remote UW locations outside of Wisconsin Employees who are eligible for reciprocity Employees working in California Employees working overseas Employees who are not US Citizens Employees claiming exempt from income taxes

6 W4-Tax Implications

7 Earnings Statements Reduce the number of Hard Copy Earnings Statements MyUW Portal Secure Easy Access Anytime/Self Service Record keeping Tax Statements from Previous Years Address Updates

8 HR Update

9 HRS and CAT Annualization Factor July 1st The Annualization Factor will be changed from 2,088 to 2,080. The rationale behind the 2,088 was to level the cost of the 27 th pay period which occurs approximately every 11 years. This is no longer an issue due to changes in the funding model. The Compensation Administration Tool (CAT) will be using 2,080 hours to calculate the full time annual rate for staff paid hourly HRS will be updated in July, 2016 (no change to hourly compensation of University Staff)

10 Employee Choice Compensation Current hourly rate will be converted using 2,088 hours ($25.50 * 2,088 = $53,244) Rationale Appointment letters listed an annualized salary based on 2,088 calculation Division s base budgets have always been built with the 2,088 for University Staff (they will not be taking base budget away in FY 17) Do not want to negatively harm employees who move

11 Rate Change 3 to 2 Decimal June 18 th SC will load rate changes to H Pay Basis Employees effective June 26 th, Including University Staff, Student Help, and Academic/Grad Hourly Pay Rate Change Structural Adjustment-Action Reason 051 Week of June 20th-The UW Service Center will send HR Directors reports including: Structural Adjustment and rate increases loaded Rate and Title Notices delivered via Cypress (only University Staff employees)

12 Rate Change 3 to 2 Decimal, cont d Any digit other than 0 beyond the 2 nd character will be rounded up Examples: Current Rate: New Rate: Current Rate: New Rate: Current Rate: New Rate:

13 Outage of HRS/EPM Technical Upgrade: Production environment database migrating to Exadata. HRS/EPM Outage Required: HRS Outage: Friday, June 3 rd at 4:30pm - back up by Monday, June 6 th at 7:30am EPM Outage: June 6/7 (Mon/Tues) (Non Production Environments Successfully Migrated to Exadata the week of 3/12, 3/19) 13 All JEMS systems will be shut off during the HRS outage Friday afternoon through Monday morning

14 HRS/EPM Outage Impacts No HRS online access or batch jobs running for these 2 days for any users. Includes no direct HRS time reporting Web Clock users working this weekend will need to record time using the Missed Punch Form. TL - Timesheet Adjustment (KB 15612) TL - Time Administration (KB-15565) No OIM requests can be submitted/granted/approved during this outage. 14

15 Rehire and Sick Leave Balances Reminder: HR Policies IV Employees who terminate all leave-earning employment with UW Madison for any reason (except retirement or death), before they attain 20 years of WRS creditable service, lose accumulated sick leave unless they return to employment at the university or a State of Wisconsin agency and are eligible for sick leave reinstatement. If an employee is terminated from UW Madison due to misconduct or delinquency, the university may revoke all unused accumulated sick leave.

16 Sick Leave Reinstatement HR Policies VI Sick Leave Reinstatement If a FAASLI terminates university employment and returns to a sick leaveeligible FAASLI at the university within three years, the employee s sick leave balance at the time of termination will be reinstated. If the return is after three years and the sick leave is not reinstated, the employee will be granted an initial entitlement. If a FAASLI terminates university employment and returns to a sick leaveeligible University Staff appointment at the University within five years, the employee s sick leave balance at the time of termination will be reinstated. Note: Rehired Annuitants are not eligible for Initial Entitlement. If the employee returns to a FAASLI after 3 years, or to a University Staff after 5 years, the coordinator needs to submit a ticket requesting the sick leave balance be adjusted to remove the existing balance. Note: A WiscIT needs to be submitted to the Service Center when this occurs.

17 Sick Leave Reinstatement cont. HR Policies VI Sick Leave Reinstatement If a University Staff employee terminates university employment and (does not take the WRS annuity or have 20 years of WRS service and) returns to any sick leave-eligible appointment at the university within five years, the employee s sick leave balance at the time of termination will be reinstated. If an employee of a State of Wisconsin agency terminates employment and starts a sick-leave eligible appointment at UW Madison within five years, the employee s sick leave balance at the time of termination will be reinstated. The ACSD needs to be adjusted for the gap in service. If the employee returns after 5 years, the coordinator needs to submit a ticket requesting the sick leave balance be adjusted to remove the existing balance. A WiscIT needs to be submitted to the Service Center when this occurs.

18 Comp Time Balances University Staff Overtime 11.01, V Comp time balances earned in 2015 and carried over must be used by April 30, Comp time unused by April 30, 2016 will be paid out on the May A payroll. An with employees with existing comp time carryover balances will be going out to divisional payroll coordinators next week.

19 Security Update

20 Security Activities Just completed Security Awareness Great Response!! Only 15 out of 915 were locked out this past weekend Attestation Exercise coming soon Very important exercise also Goal is to remove Separation of Duties conflicts wherever possible Concentrate on removal of update roles Payroll Coordinator Cleanup

21 Payroll Coordinator HRS Roles Adding/Removing Payroll Coordinators (list will be provided with detailed descriptions) Default Setup WiscIT to add or remove By Dept ID and Empl Class - criteria Employees matching criteria are dynamically placed in that group Default Cleanup Identify removals and new coordinators Manual Setup (discontinue) Move anyone who should continue to the Default Setup

22 Payroll Coordinator HRS Roles Who needs to be a Payroll Coordinator? Anyone who supervises employees and also performs batch approvals of numerous employees time Can the TL Security Role be Removed? Very difficult Automatically granted whenever Payroll Coordinator added on active employee s TL Security page Service Center considering a change to not automatically provision in future Doesn t help to remove during the attestation review

23 Adding/Changing Payroll Supervisor/Approver Manual entry Requires TL Security role Using Maintain TL Security, attach supervisor and backup supervisor (if needed) to employee

24 Employee Self Service (ESS/MSS) New terminology to avoid confusion ebenefits automated benefits elections process for use in open enrollment and for new hires etime Time and absence entry eperson MyUW personal data changes

25 Communities of Practice Update

26 COP for Payroll and Benefits Professionals COP purpose Credentialing COP activity Next steps

27 Benefits Services Updates

28 Transferring to a State Agency Transfer to Another State Agency All insurances end the month of termination/transfer (except UIA). No longer extending one month. Personal Transfer Record (PTR) should reflect the end of the month of termination/transfer. HRS System has been updated to reflect this change as of 04/01/2016; all future transfer events will correctly end coverage at the end of the month of transfer.

29 TSA Contributions Monthly Deductions Effective dates As soon as possible- TSA election will be processed for upcoming payroll. Forms are processed up to 5 minutes before calc. Later: The Paycheck in which the employee wants their deduction to be taken Retirement/Large Payouts Review employees benefits when entering Retirements into HRS and go over options to have payout added to WDC or TSA with employee Work with MBS to ensure the correct payout date is being used for the TSA/WDC elections. Incorrect dates on TSA forms can cause the wrong amounts to be deducted.

30 Who is eligible? Opt Out Enrollment New Hires who are not currently covered under another State of WI program as a dependent Crafts workers, University Staff Temporary employees, Student Assistants (fellows, scholars and trainees and Employees-in-Training (grad intern/trainee, post doc fellow/trainee) are not eligible for the Health Insurance Opt-Out Incentive) If the employee is currently enrolled as a dependent under another State Group Health plan, they are not eligible for the Health Insurance Opt-Out Incentive. *Note: If the employee is not eligible for Opt-Out Incentive, they should indicate NO on page 1 and proceed to page 2-3 and mark accordingly (reference next slide) Grad to WRS employees are considered a new employee in regards to their State Group Health Opt-Out Incentive. If the employee did have coverage under GRAD, they would not be eligible for the Opt-Out. If the employee did not have coverage under GRAD, they are now eligible to elect the Opt-Out as they were previously not eligible to do so

31 Opt Out Enrollment How to Enroll Must submit a completed State Group Health application within 30 days of hire or Grad to WRS effective date Page 1 of application: Employee should indicate YES to I m electing to opt out of health insurance for 2016 Page 2 of application: Employee should indicate I Decline/Waive coverage or I Decline/Waive coverage because I have other coverage Page 3 of application Employee should complete Other Health Insurance Coverage section on this page if the employee selected I decline/waive coverage because I have other coverage on page 2

32 Opt Out Incentive Opt Out Incentive The installments will occur over 24, 12, or 9 equal installments paid throughout the year (prorated for mid-year elections) Example: Bi-Weekly installments for June coverage will occur on the 5b and 6A *Note: The $2000 Opt Out Incentive is considered to be taxable Incentive installments will cease if an employee re-enrolls into a State Group Health Insurance plan due to a qualifying event

33 Establishing a Domestic Partner (DP) New Hire ETF s Affidavit for Domestic Partnership, ET-2371 Notarized Original sent to ETF Three copies: Employee, department and Madison Benefit Services (MBS) Two State Group Health applications are needed. One application to begin coverage A second application to change coverage adding Domestic Partner (and any other eligible dependents to employees coverage) All supplemental benefit applications adding the Domestic Partner (and any other eligible dependents to employees coverage) Tax Status Verification, UWS -55 MBS will need a copy of ETF s Acknowledgement Letter establishing the Domestic Partnership (ETF will send this directly to the employee from ETF) All applications must be received within 30 days of the Domestic Partnership being established

34 Establishing a Domestic Partner(DP) Current Employee already enrolled in SGH ETF s Affidavit for Domestic Partnership, ET-2371 Notarized Original sent to ETF Three copies: Employee, department and Madison Benefit Services (MBS) Only one SGH application is needed to add Domestic Partner (and any other eligible dependents to employees coverage) All other supplemental applications adding DP (and any other eligible dependents to employees coverage) Tax Status Verification, UWS-55 MBS will need a copy of ETF s Acknowledgement Letter establishing the Domestic Partnership (ETF will send this directly to the employee) Applications must be received within 30 days of the Domestic Partnership being established Benefit Links: Forms and Publications: Domestic Partnership Information:

35 Adding/Changing Benefits for Foreign Nationals New Hire The new hire must submit all benefit applications within 30 days of hire. For J-1 scholars only: In addition to having State Group Health (SGH) coverage, the employees must document to Student Health Insurance Program (SHIP) they have adequate health insurance coverage. To do that, the new hire has 31 days from the date he arrives in the U.S. or from the effective/program start date on their DS-2019 (whichever is later) to complete the waiver with SHIP office (without incurring a $ late fee). A copy of the signed and dated SGH application is needed for the SHIP waiver. SGH coverage will be effective the first of the month following the date of hire.

36 Adding/Changing Benefits for Foreign Nationals New Hire The new hire must submit all benefit applications within 30 days of hire. For F-1 and J-1 students only: In addition to having State Group Health (SGH) coverage, the employees must document to Student Health Insurance Program (SHIP) they have adequate health insurance coverage. To do that, the student has 30 days from the start of classes to complete the waiver with SHIP office (without incurring a $ late fee). A copy of the signed and dated SGH application is needed for the SHIP waiver. SGH coverage will be effective the first of the month following the date of hire.

37 Adding/Changing Benefits for Foreign Nationals Current J-1 Scholar Employees adding Dependents Employee must submit all benefit applications within 30 days of dependents arrival in the U.S. along with a copy of the dependent(s) National Security Stamp and/or flight itinerary. If the employee does not initially enroll in SGH with family coverage or obtain family coverage due to qualifying life event (such as arrival to U.S.) within 30 days of the dependents arrival in the U.S., the employee MUST enroll everyone in SHIP until open enrollment or another qualifying life event occurs. The employee could possibly be covered by SGH and SHIP concurrently for a period of time. SGH coverage will be effective the day the employee s dependent(s) arrive in the U.S. (pending verification of having National Medical Coverage) ONLY if the employee submits the application to change coverage timely. The SHIP office requires a copy of the employee s signed and dated SGH application changing coverage from single to family, along with a copy of dependent s passport, DS-2019 and I-94 before issuing the SHIP waiver. Benefits Questions: benefits@ohr.wisc.edu Questions regarding FA/AS Foreign Nationals: ischolars@ohr.wisc.edu

38 Adding/Changing Benefits for Foreign Nationals Current F-1 and J-1 Student Employees adding Dependents Employee must submit all benefit applications within 30 days of dependents arrival in the U.S. along with a copy of the dependent(s) National Security Stamp and/or flight itinerary. If the employee does not initially enroll in SGH with family coverage or obtain family coverage due to qualifying life events (such as arrival to U.S.) within 30 days of the dependents arrival in the U.S., the employee MUST enroll everyone in SHIP until open enrollment or another qualifying life event occurs. The employee could possibly be covered by SGH and SHIP concurrently for a period of time. SGH coverage will be effective the day the employee s dependent(s) arrive in the U.S. (pending verification of having National Medical Coverage) ONLY if the employee submits the application to change coverage timely. The SHIP office requires a copy of the employee s signed and dated SGH application changing coverage from single to family, along with a copy of dependent s passport, I-20 and I-94 before issuing the SHIP waiver. Benefits Questions: benefits@ohr.wisc.edu SHIP questions: shipmail@uhs.wisc.edu

39 The Insurance Continuation or Cancellation Intention Form What is it? A way for the Department or Division benefits coordinator to communicate with Madison Benefits Services (MBS) regarding an employees intention regarding their benefits while they are on an unpaid LOA. Payroll pre-pay deductions Benefits billing Personal check prior to LOA Lapse coverage (No application required) Why is it important? MBS needs to know how an employee plans to pay for benefits while on an unpaid LOA to avoid the employees benefits being terminated due to non-payment.

40 The Insurance Continuation or Cancellation Intention Form When do I need to use it? When the employee initially informs you they will be going on an unpaid LOA The sooner you complete this form, the more options the employee has. Employees lose the option of pre-pay deductions if MBS is not informed of the LOA early enough. This means losing the pre-tax benefit. But if the form is completed early enough MBS can take pre-pays; and divide them among multiple payrolls if needed. Note: MBS runs an LOA report once a week to catch new unpaid LOA s; but employee s do not show up on this report until the effective date of the LOA (Not the date you enter the LOA into HRS) When the details of their LOA change Such as the return to payroll date

41 The Insurance Continuation or Cancellation Intention Form Where can I find this form?

42 HRS Coordinators Meeting Questions