University Payroll

1. University Payroll Laurie Pitner Executive Director

2. University Payroll There are 3 main areas within University Payroll. Working together these areas complete the University Payroll Mission by providing all employees with timely payments, accurate withholding and reporting, as well as answering questions on all payroll matters.

3. University Payroll The 3 main areas in Payroll are: Payroll Administration Director’s office Administrative Support Payroll Operations Payroll Systems Payroll Processing Payroll Tax Compliance Payroll Customer Service Foreign National Services Payroll Inquiry Services

4. Payroll Organization

5. Payroll Administration

6. Payroll Administration Responsibilities Payroll Administration includes: Executive Director’s Office Administrative Support Project Management Specialist Receptionist Student Workers

7. Payroll Administration Responsibilities The Director’s office has overall responsibility for University Payroll including policy, procedures, budget and interfaces with various campus representatives.

8. Payroll Administration Responsibilities Project Management Specialist Organizes meetings/events Coordinates contracts with vendors and Purchasing Creates purchase requisitions Orders supplies Submits work requests through Facilities and Telecom Creates and manages project timelines Requests vendor payments Coordinates student workers Organizes training Coordinates Newsletter publication

9. Payroll Administration Responsibilities Receptionist Answers main payroll phone line Greets visitors Completes subpoena information for Legal Counsel Completes wage/employment verifications

10. Payroll Administration Responsibilities Student Workers Scanning Answer Phones Shredding Filing Print Fiche documents Make copies Overall support to staff

11. Payroll Operations

12. Payroll Operations Payroll Operations consists of 3 sections Payroll Systems Payroll Processing Payroll Tax Compliance These 3 sections ensure a distinct separation of duties exists.

13. Payroll Operations Payroll Systems is responsible for running processes, querying data and updating system configuration. Payroll Processing ensures all authorized payments are made in a timely and accurate manner according to policy and procedures Tax Compliance ensures all deductions and withholding are properly assessed and reported

14. Payroll Systems

15. Payroll Systems Responsibilities Verify and update parameters for each calc Run queries for audits on payroll data Troubleshoot system and process issues Monitor and update configuration of the Payroll System as prescribed by the university, and federal/state regulations

16. Payroll Systems Responsibilities Build and maintain production calendar/schedule for bi-weekly, monthly, adjustment calcs, and special processing Maintain and backup Access databases Monitor calcs and verify data and processes are running on schedule and adjust as required

17. Payroll Systems Responsibilities Serve as Unit Security Contact (USC) Secure transfer of data to vendors Backup W2 data Payroll representative for Business Process Review Team (BPRT) group which reviews IT requests that may be submitted to Finance Sub Committee for ITPC

18. Payroll Processing

19. Payroll Processing Responsibilities Adjustment Processing PHAADJT (Banner adjustment form) Workflow ANA (Adjustment Notification Application) Current Pay Period Adjustments Pay Stops Overpayments Awards Taxable Benefits

20. Payroll Processing Responsibilities Overpayments Current year vs. previous year What can be reported on a W2-c Collection Referral to USFSCO Collections LPI (Last Payroll Information) and SURS reporting

21. Payroll Processing Responsibilities NACHA Processing (National Clearing House for ACH Payments) Notification of Change Returned payments Requested returns Closed account returns

22. Payroll Processing Responsibilities Terminal Benefit processing DART Adjustment LPI Deceased Employee payments

23. Payroll Processing Responsibilities Refund processing Clarify Cases Legal Agreement Payments Manual Direct Deposits Correct deduction errors Check holds Correct calc errors Check sorting and distribution Payroll Overview training

24. Payroll Tax Compliance

25. Payroll Tax Compliance Responsibilities Set up and maintain involuntary deductions Child Support Garnishments Federal and State Levies Student Loans Bankruptcy Union Fair Share Return Wage Assignments

26. Payroll Tax Compliance Responsibilities Set up and maintain voluntary deductions Savings Bonds Process order to Federal Reserve Union Dues Verify totals for Union audits Peoria and Rockford parking SURS Purchase Agreements Balance, create and submit payment requests Print deduction registers/transmittals and mail with payments

27. Payroll Tax Compliance Responsibilities Set up and maintain statutory deductions Process ECLASS (Employee Class) changes Disposition 05 calc errors Refund or collect retro on statutory deductions as needed W-4 updates

28. Payroll Tax Compliance Responsibilities SURS Discrepancy Reports Documentation and notification Set up deductions as required Retro/Refund deductions Balance/verify contribution file Submit payment via ACH

29. Payroll Tax Compliance Responsibilities Foreign National Taxation Audit Temporary Control Numbers for updating to SSN or ITIN (Individual Taxpayer Identification Number) Run, review and update residency status Run tax treaty analysis Audit fellowship withholding Present workshop on Payments to Foreign Nationals

30. Payroll Tax Compliance Responsibilities Foreign National Taxation, continued Set up proper statutory deductions for status changes Enter and review vouchers received for independent contractors, students and short term visitors Create and load Windstar/Banner interface file and edit as needed Review Student scholarship/fellowship payments

31. Payroll Tax Compliance Responsibilities Tax Payments and Withholding Submit tax payments for Federal and various State withholding Prepare and submit Federal and State tax reports Balance W2 data to 941 (quarterly IRS report) data on a weekly basis

32. Payroll Tax Compliance Responsibilities Balance W2 forms for all university employees Balance 1042-s forms for payments to foreign nationals Process, create and send W2 and W3 files to SSA and 1042s file to IRS annually Process and submit form W2-C and amended form 1042-s as required

33. Payroll Tax Compliance Responsibilities Process taxable benefits for Tuition waivers Personal use of university provided automobiles Over 60 days employee reimbursements Gifts/awards/prizes Event tickets Moving expenses NRA athletic housing Athletic taxable per diem Country club dues Domestic partner imputed income

34. Payroll Tax Compliance Responsibilities Direct deposit enforcement Process various journal vouchers Research reconciling items for various payroll accounts including bank reconciliation and make adjustments as needed Verify quarterly unemployment data Reconcile P-Card transactions for University Payroll Verify and load FNIS for customer service labs

35. Payroll Tax Compliance Responsibilities Balance Monthly, Biweekly and Adjustment calcs Verify direct deposit and check totals Run and validate various audits Process unclaimed property checks on a weekly basis Set up pay loan deductions

36. Payroll Customer Service

37. Payroll Customer Service Payroll Customer Service is responsible for contact via phone, in person or in writing with employees, departments and vendors.

38. Payroll Customer Service Customer Service has two sections. Payroll Inquiry Services to screen and respond to all incoming inquiries from any source Foreign National Services handles foreign national questions and tax status updates

39. Payroll Inquiry Services

40. Payroll Inquiry Services Responsibilities Update Direct Deposit information as requested Issue Pay cards as requested Print Earnings statements as requested Collect voluntary deduction information Savings bonds Union Dues

41. Payroll Inquiry Services Responsibilities Collect and process Lost/Stolen Check Affidavits Print duplicate copies of W2s Submit paper W4s Request refunds on deductions taken in error Make check reissue requests Enter deposits

42. Payroll Inquiry Services Responsibilities Process unclaimed property requests Process Pay Loan requests Respond to inquiries on involuntary deductions Answer inquiries from Departments on payroll related matters Answer inquiries from employees on payroll related matters

43. Payroll Inquiry Services Responsibilities Research complex issues on payroll related matters Respond to inquiries regarding SURS, deductions, time entry, adjustments, NESSIE and W2s Logging information and responding to Clarify cases

44. Payroll Inquiry Services Responsibilities Hands on Training Adjustment Processing Time and Attendance One Time Payments Labor Redistributions

45. Payroll Foreign National Services

46. Payroll Foreign National Services Responsibilities Foreign National Tax Status Review Review documents Load data from FNIS to Windstar Complete paperwork for foreign status and treaty benefits Review Request for Payments for Foreign National vouchers Permissible payment for Visa type Complete documentation for payment Process ITIN applications

47. QUESTIONS??????

48. THANK YOU