Payroll Issues

1. Payroll Issues Payroll Reps Meeting October 8, 2004 Presented by Susan Beckerman

2. Payroll Adjustment (PA) Forms • Due dates • Supp Pay, C1-SPC, Leave Payouts & Adjustments, NH Retro Pay, etc.- FRIDAY • Employee Action or T&L problems- ASAP • Supporting documentation • Originals required • Use of Account Code field • Begin & End Dates implications

3. Payroll Reports • Increase in overpayments noticed by USM/CPB • Must run Payroll Register or Cost Center report no later than “Last Call” in order to catch errors • Over- and under-payments mess up retirement

4. Holiday Processing • Last week in October (Election day) • Last call on Thursday • Thanksgiving week • Last call Wednesday • Christmas week • Last call Wednesday • New Year’s week • Payday on Thursday

5. Distribution of Payroll Expenses • Employee Funding Profiles • Payroll Adjustment (PA) forms • Weekly Elapsed Time pages for non-exempt and hourly employees

6. Redistribution of Payroll Expenses • eUMB Budget Retros (BRs) • Dept creates EFP • eUMB Direct Retros (DRs)- only if BR can’t be done • Complete form and submit to FS-Payroll • FAS Manual Payroll Transfers- only if charges are not in eUMB • Complete form and submit to FS-Payroll

7. Many THANKS to the DR Team • Candace Chow • Wendy Cohan • Ken Engle • Kathy Frederick • Dee Hong • Nancy Priest • Raj Rao • Nayna Shaw • Susan Szekely • Mary Williams

8. Direct Retro Rules • Only use when Budget Retro is not an option • Once DR is processed, BR cannot be done for same period or previous pay periods • Can’t use DR to move charges that were previously moved with Manual PT

9. Direct Retro Rules • Salaries and Fringes should correlate • Automatically done when using percent method • Amount method can be different but you must justify • Could freeze more pay periods than necessary when salaries and fringes do not correlate (i.e. 2 PPs for salary amount and 4 PPs for fringes)

10. Forms • Website address • www.fincsvc.umaryland.edu/payroll • New DR form as well as updated PT form- must use “Rev 10/04” forms • Revision forthcoming to incorporate feedback from departments

11. eUMB Direct Retro Request Form • Redistribution Options • Blank form- enter electronically and print • Manual- print and enter manually • Instructions • Sample Amount • Sample Percent

12. Processing DRs • FS-PR checks documentation (PCD and RCD attached) and amounts • If problems are found they will be sent back • FS-Payroll enters and runs process to calculate the retro as needed- dates are checked • If problems are found they will be sent back

13. Processing DRs • If other DRs or BRs are in process, we must wait until next PP to enter • Error free calculations are posted each evening (M-F), if applicable • View in eUMB the next day • Posted to FAS every 2 weeks with regular payroll (weekend after payday)

14. Validating DRs • Before snapshot- REQUIRED Documentation • After snapshot- same reports • Compare Before to After • After backload is complete our goal is a 2 week turnaround • FICA quirk on RCD

15. Old PTs • FS-Payroll currently entering PTs submitted on manual forms • Depts. will be contacted with problems • Some PTs cannot be done via DR • If Manual PT was done before must continue to do manual PTs • PTs already entered in FAS in FY05 will be examined by FS-PR to see if they can be reversed and re-entered as DRs- Depts. will be contacted

16. Problems? • E-mail • DL-BFPayrollHelp@admin1.umaryland.edu • Candace Chow and Mary Williams are primary processors • Please be patient as we work through the new process • Alert us to problems you find