WELCOME PAYROLL/HR REPRESENTATIVES

1. WELCOMEPAYROLL/HRREPRESENTATIVES October 18, 2007 Annual Meeting 10am – 12pm School of Nursing Room 140

2. HRSC Juliet Dickerson Payroll Candace Chow Financial Systems Susan Beckerman Employee Relations James Abrams Presenters • EHS • Jeff Kiefer • Benefits • Michelle Mahan • CITS • Fran Dominguez • Office of International Services • Renee Mason

3. Active C1’s – no paycheck generated • Active C1’s (mostly faculty) who have not received a paycheck in over 1 year • Schools/Departments have been notified to send in termination EAForms • New query developed to assist you in monitoring: UMB_FSPR_EES_ACTIVE_NOT_PAID - Ees active but not paid • HRSC will run query twice a year and notify departments so that termination paperwork can be sent over

4. Degree notation (new hires) • Accurately reflect the highest degree indicated on the application • Use A-not indicated ONLY when there is not indication of a degree otherwise the degree field should be populated

5. Degree notation (employees) • Employees who have received a degree only need to bring a copy of the degree or transcript to HRSC, and we will update in eUMB

6. Use Preprints • Reminder: For any changes to current faculty and staff, please use preprints. • Why: Preprints have the most up-to-date information. You only need to hand write the changes you want and get them signed. • Where: Home > Administer>Workforce>AdministerWorkforce (GBL)> Report > UMB Employee Pre-Print FormNew Window

7. Data Verification processPhone Directory • Old process: involved printing 6000+ forms for each faculty and staff member. • Most of the fields could not be changed without additional documentation

9. Data Verification Old Process • Distributed to reps at this meeting with a return date • Some forms returned by the deadline, many not returned • Most data points needed additional documentation

10. Data Verification New Process • Self Serve: • Fields that could be changed can be done in self serve including emergency contact • Last year Manager self serve was released so that reps could manage the data changes for their schools and departments • New check box added for faculty/staff who want their home information included in the directory

12. Data Verification New Process • Communication: • An email will be sent to all reps with instructions for changing information in self serve. Reps can either make changes for staff or forward the email to their staff so that they can make individual changes. • All changes should be completed by November 16, 2007.

13. Legal Name Race Birth date Gender Visa status Retirement system Address School/Department FTE Data fields that need additional documentation • Hire date • UMB title • Class • Prior State Service Date • Degree • Degree Discipline • Degree Year

14. Link to instructions for entry to the portal • http://www.hr.umaryland.edu/hris/portal login.htm

15. Questions?

16. PAYROLL Candace Chow

17. eUMB HRMS System Access • Complete eUMB HRMS User Authorization Form and System Access Agreement • HRMS access form should be signed by both user and Department Chair/Unit Director • User must attend and successfully complete all training required by UMB as a condition to gain access to the eUMB HRMS system

18. eUMB HRMS System Access • Contact FSPR for eUMB HRMS training by email DL-BF Payroll Help for HRMS • User bring access form with them and will be signed by FSPR when training is complete • Department delivers signed forms to the Help Desk, LL06 HS/HSL for processing • eUMB HRMS System Access form: http://www.umaryland.edu/eumb/security

19. Overpayments • Active employees - Adjust from future pays • Terminated employees – Must email to: DL-BF Payroll Help for HRMS and include the following information: - Name of employee - Employee ID - Gross overpayment - Pay period(s) involved • FSPR will email back for payback amounts, employee should write a check payable to “Treasurer State of Maryland”

20. Form W-4 – Employee Withholding Allowance Certificate • Ensure employee’s W4 is correct and complete to avoid delay in processing • CPB will return W-4s with: 1. Complete in blue ink 2. Missing filing status 3. Incomplete information 4. Missing signature 5. Incorrect county 6. Employees who live in Penn or Virginia claiming exemption from withholding should leave section 3, #1 blank.

21. Final Leave Payout- Supplemental Retirement Plans Packaging & Fulfillment • CPB have made changes to their system to allow supplemental retirement plan (SRA) deductions from final leave payout • Employees do not want to have SRA deductions from final payout must contact HR-Benefits to terminate their SRA deductions

22. Non US citizen Annual Renewal Strategies • Detailed instructions will be sent out via email shortly • Deadline for completing and submitting all paperwork is Friday, November 9th

23. Year End Payroll Processing • Plan ahead for year end processing, do not wait until 1/2/08 to enter all timesheet exceptions (3 days processing instead of 5 days) • Refer to the Payroll calendar in our website: http://www.fincsvc.umaryland.edu/payroll/calendars/cfm • Time Admin runs only on 12/26, 12/28, 1/2/08, and 1/3/08 for PP08-14

24. Financial Systems Susan Beckerman • HRMS Reporting survey • SPC Inquiry processing

25. When can you extend a probationary period? When should Compensatory time be paid out? Who qualifies as “immediate family” for bereavement? Are new employees aware of the cost of parking? When is the next Service Awards Luncheon? Employee/Labor RelationsJames Abrams Shedding some light on your questions

26. Environmental Health and Safety Workers Compensation Jeff Kiefer Ms. Sandra Williams Room 304 EHS Building 714 West Lombard Street 410-706-3221 (V) 410-707-1520 (F) Mr. Jeff Kiefer Room 303 EHS Building 714 West Lombard Street 410-706-7034 (V) 410-707-1520 (F) EHS Webpage: http://www.ehs.umaryland.edu/index.cfm UMB Workers Compensation Webpage: http://www.ehs.umaryland.edu/riskmgmt/InsuranceManual/wc_proc.cfm

27. Employee Benefits Michelle Mahan, Benefits Specialist Joanne Rainey, Benefits Associate & Notary Vernell Cooper, Benefits Associate & Notary P: 410-706-2616 F: 410-706-0765

28. Benefits • Agenda • New DBM (Department of Budget & Management) Forms • Termination of Benefits Form Reminder • Online Orientation Link • New Hire Folders Link • AIG Valic Deadline Reminders • Updated Benefits Website

29. Benefits • Employee Agency Transfer Notification • Remind employees transferring to another State Agency to have UMB’s Benefits Office complete an “Agency Transfer Form” to ensure no lapse in benefits. • Online: http://www.hr.umaryland.edu/benefits/benefits_forms.htm

30. Benefits • DBM’s Military Service Form • Payroll Reps should notify Benefits Office. • Benefits Office completes form. • If an employee’s military leave is extended Payroll Rep should notify Benefits. A second form must be completed. • http://www.hr.umaryland.edu/benefits/benefits_forms.htm

31. Benefits • Notification of Termination for Health Benefits Form should be completed by Payroll Reps and sent to the Benefits Office for all employees who separate from service. • Form should not be done for employees who are retiring or transferring to another State Agency. • Form online on Forms Section, Under Payroll Reps: http://www.hr.umaryland.edu/benefits/bentermform.pdf

32. Benefits • Online Orientation Enhancement • Link is now on the Benefits Form page under Payroll Reps (last section on page) • Employees who cannot attend orientation should be given the links. • Slides & transcripts can be printed. Benefits is in two sections: Health Care & Retirement.

33. Benefits • New Hire Folders “Forms to be Placed on Payroll” from left side of folder are now online for Payroll Reps. • Mandatory Retirement Plan forms are also included (online only- no change in folders). • Contact Michelle for directions. • Employees should not complete benefits forms on right side of folder without attending orientation first.

34. Benefits AIG Valic ORP forms must be sent to the Service Center by November 7th with an EAF. Employees must be defaulted into Fidelity if they did not select a new vendor. SRA forms must be sent to the Benefits Office by December 8th to receive a deduction in the first pay of 2008.

35. Benefits • The Benefits Website has been restructured: • Table of Contents on center of index page • More explanations of benefits • Easier to navigate • http://www.hr.umaryland.edu/benefits/ • Please contact the Benefits Office with any questions: 410-706-2616.

36. Benefits Questions?

37. Affiliate Data Verification Fran May Dominguez October 18, 2007

38. Affiliate Data Verification - New Process • Pick up “UMB Affiliate Verification Form” • Form for each sponsor (listing the affiliates they had sponsored) • Payroll Reps are being asked to pick up the forms for the sponsors in their school/ department (look for your name on the supplemental handout).

39. Affiliate Data Verification - New Process • Verify & Return “UMB Affiliate Verification Form” • Sponsors - Put a check mark (in the delete column) next to the affiliates who are no longer in their school/department • Sponsors - Sign & date the last page of the form • Sponsors/Reps – Return the form to the ASC Help Desk by November 16, 2007.

40. Affiliate Data Verification - New Process • Affiliates to use Self Service • Affiliates are being asked to verify/change their campus contact information in Self Service; there is no emergency contact information for affiliates • Payroll Reps do not have the capability to change the affiliate’s campus contact information.

41. Affiliate Data Verification - New Process • Communication • An email will be sent to all Payroll Reps with instructions for changing information in Self Service. Payroll Reps need to forward this information to the affiliates in their school/department. • All changes in Self Service should be completed by November 16, 2007.

42. Affiliate Data Verification - New Process The instructions for accessing the portal to update the Campus Contact Information are located at … http://www.hr.umaryland.edu/hris/portal_login.htm

43. QUESTIONS?

44. Office of International Serviceswww.umaryland.edu/oisPhone: (410)706-7488Fax: (410)706-4053

45. J-1 Fee Schedule • Non-refundable $100 SEVIS fee prior to issuance of a visa payable to the Department of Homeland Security. Payments may be submitted by: • Non-immigrants completing Form I-901, Fee Remittance for Certain F-1, M-1, and J-1 Non-immigrants, through the Internet www.FMJfee.com using a credit card. • Through the mail, by submitting Form I-901, together with a check or money order drawn on a U.S. bank and payable in U.S. currency. • School/Sponsors/Third party payments. • Sponsors payment for exchange visitor participants via "Bulk" (Group) payment.

46. J-1 Financing Mandate • Prior to processing of DS-2019 Form, sponsor must give proof of J-1 income or salary to OIS: • A minimum of $15,000 annually is required for an individual • A minimum of an additional $4,000 annually is required for each dependent, (i.e. spouse/child) • Please allow 7-10 working days for processing, and allow 4-6 months for visa approval.

47. J-1 Insurance Mandate • Each J-1 scholar must also provide proof of health/life insurance to meet the following conditions upon arrival to OIS: • $50,000 for accident/illness • $7,500 for repatriation of remains • $10,000 for medical evacuation to the home country • a deductible (the amount you pay before the insurance begins to pay) not to exceed $500 per accident or illness • co-insurance not to exceed 25% payable to the Exchange Visitor or sponsor • a specific rating of the insurance carrier's ability to pay insurance claims

48. On-Campus Employment Guidelines for F-1 Students • F-1 students are generally permitted to work part-time on the premises of the school that issued their currently valid I-20, while they are attending school and maintaining their F-1 status, subject to the restrictions discussed in this section. F-1 students who are maintaining a full-time course of study can work with approval from OIS. The student must maintain good academic standing while employed. • Students who receive a Graduate Assistantship (GRA) or are a Teaching Assistant (TA), Research Assistant (RA), or on a Fellowship, may not work an additional job. • Students who are offered employment are to make an appointment with OIS and must bring with them their job offer letter. The student is given paperwork to obtain a social security card. The student is then sent to the hiring department who refers them to the payroll representative to complete paperwork.

49. On-Campus Employment Guidelines for F-1 Students • Preconditions: • Eligible immediately upon obtaining F-1 status; no waiting • Location: • Must be considered “on campus” • Duration: • Can be used through period student is pursuing a full course of study • Hours Per Week: • Limited to 20 hours per week while school is in session; can be full-time during official school breaks

50. On-Campus Employment Guidelines for F-1 Students • Field/Level of Work: • Can be in any on-campus position that does not displace a U.S. Worker; does not have to be related to course of study • Effect on Other Work: • All on-campus work is treated the same for the 20 hours per week limit; e.g., a teaching assistant working 15 hours per week can only work 5 additional hour per week in another on-campus job.