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Payroll User Group June 2, 2010

Payroll User Group June 2, 2010. Welcome. Kevin McHugh Payroll Bureau Director. Comptroller of the Commonwealth. Martin Benison. MSECU - Raffle. Ed Connors. Internal Controls & Fraud Prevention. Peter Scavotto Quality Assurance Bureau. Over 550 people already trained

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Payroll User Group June 2, 2010

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  1. Payroll User GroupJune 2, 2010

  2. Welcome Kevin McHugh Payroll Bureau Director

  3. Comptroller of the Commonwealth Martin Benison

  4. MSECU - Raffle Ed Connors

  5. Internal Controls & Fraud Prevention Peter Scavotto Quality Assurance Bureau

  6. Over 550 people already trained Fraud will be a regular monthly offering: June 15th and 22nd July 27th August 31st September 28th Risk Management / Internal Controls Training offered Quarterly: September 21st Contact our office for group training requests Comptroller.Info@State.MA.US Fraud Awareness and Prevention

  7. SMART Plan Agenda Presented by Matt O’Brien, Sr. Account Executive • SMART Plan and HR/CMS – Upgrade • 50+ Contributions • Hardship end dates • Special Catch-up • OBRA Termination Procedures

  8. SMART Plan Deductions • Amount entered in the Savings Plan page of HR/CMS • OBRA-B and OBRA-L amounts entered in the Pensions Plan page of HR/CMS • Age 50+Maximum contribution=$22,000(2010) • If “Y” is displayed, verify the Age 50-Extend Limit exists on the Savings Management Page: Limit Exceptions

  9. Hardship End Date • Six-month deferral suspension period after an unforeseeable emergency withdrawal • Great-West file will report a Hardship End Date; entered in the End Date field of HR/CMS • Do not change deferral amount unless instructed to do so

  10. Special Catch-Up • When a participant elects the Special Catch-Up provision, a “Catch-Up” indicator is displayed • Enter amount and number of eligible years in the Savings Management Panel

  11. Special Catch-Up • Deferral End Date • Insert Calendar Year row for each year that applies • For example, end date of 12/31/2012 requires a Row for Calendar Year 2010, 2011 and 2012 • Amount • Combined allowable deferral amount is listed on the file • You will need to calculate the Adjustment Amount and enter the amount in the Savings Management Panel

  12. Special Catch-Up 8 9

  13. OBRA Reminder • Termination Procedure • Re-hired employees must complete new enrollment form • No termination if anticipate a contract renewal

  14. Thank you Questions?

  15. HR/CMS V9 Update Kevin McHugh

  16. Savings Bond Refund Processing V9 Automated Process • Trigger is the USBOND code in General Deduction • Automatically loads SAV code in Additional Pay • Will charge TRE account in MMARS • See new Resource Document on Knowledge Center

  17. Deduction End (Trigger)

  18. Additional Pay

  19. Qualified Transportation Phase 1 Update – Some early transition issues were addressed, second Month reportedly much smoother Phase 2 Rollout – Parking Benefit deduction starts June 9 for July Parking Benefit

  20. QT – Parking • Existing Transit participants need to elect a monthly amount (submit form to Benefit Strategies) • Use Code QTPARK • No Change to Fee (QTPER1) • New Participants need to elect a monthly Amount • Use Code QTPARK • Use Code QTPER2 for Fee

  21. Parking New Users • Debit Card may not be delivered by July 1, so may need to use online reimbursement requests (the method used for cash reimbursements) • Must file the Certification form for Participation

  22. Questions? HR/CMS V9 Upgrade

  23. HIRD/Connector Updates Kevin McHugh, CTR

  24. Connector Plan Year – July to June (same as Fiscal Year) Open Enrollment – May 1 to June 30 New Rates – Not Yet Final– will change and may require make-up deductions Make Up - Deduction Code “CCAMU” can be used to makeup shortfalls from earlier pay periods

  25. HIRD • HIRD Forms are valid from July 1 to June 30 • New Forms should be collected by June 30 • HIBO and HMBEN021 are retired in V9 • Keep records on File at your location– Files are subject to audit and penalties for non-compliance

  26. Payroll Reminders Kevin McHugh, CTR

  27. Reminder: Retirement 2000 • Per DOR, the first $2000 in combined Retirement Deductions and Medicare Tax is excluded from MA Tax Gross Wages. • From Jan up until this $2000 threshold is met employees will pay less MA tax. • Employees will see a gradual increase as they meet the $2000 threshold.

  28. Reminder: Payroll Receipt Vouchers • Must continue to send Paper Voucher to the State Retirement Board. • All Vouchers for any Pay Periods prior to May 22 are due at RET before Friday June 4. • Vouchers for Pay Periods June 6 and after should be submitted ASAP. • Cash Cutoff is July 1 for PRRVs.

  29. Payroll Close / Open Kevin McHugh, CTR

  30. Payroll Close / Open Timeline • Departments should be familiar with the Close/Open Instructions. • Use the Payroll Checklist that is located at the end of Section 9.

  31. By Today You should Have: • Identified any FY11 COA changes, e.g., program codes or appropriation changes • Planned for any Position transfers, LCM distributions for FY2011 • Started entering PH documents for AP

  32. HR/CMS Account Code Roll New for V9 HMMMARS3 Report identifies: • all positions assigned to invalid accounts • if incumbent exist then EMPLID and Recd# is shown Agencies must take corrective action before 7/1 Run on 5/28 (now available) Run again 6/11 and 6/25 See new Resource Document on Knowledge Center – it has recommended steps and info on Mass Position Transfer (KC> Payroll > Financial Data Management)

  33. Reminder: PRLDE & PRLIF Clean- Up • State Finance Law Requires that Accounts be Funded before Expenditures are Made. • All State Appropriated Accounts must be balanced before end of AP Period.

  34. LCM Rules Roll: • Review the POAA Rules Roll (currently in draft since 6/1), and start requesting any new FY11 Rules • Departments must include full justification for rule as a Comment • Review all other LCM Rules tables (DEACC, PALT, PCREQ)

  35. In June: • Finalize your PH activity for AP • For PPE June 19 – last full payroll of 2010: • June 18- Last day for HR or Garnishment transactions in HR/CMS • June 21 Last Day for posting Time • June 22- Last day for making Labor distribution changes in LCM

  36. Key Dates- Split Year • June 30- Last day for entering PH Last Day for PRRV (Cash Cut off of 7/1) for FY10 • July 2 – Last Day for HR transactions • July 5 – Last Day for Time and Attendance Entry in HR/CMS • July 6 – Last Day for LCM changes

  37. Split Year Proration In General: • Payroll will be prorated by business days of the pay period (Mon- Fri). 8 Business Days in FY10 and 2 Days in FY11. • (Timesheet) Prior Pay Period postings will post to FY10. • Additional Pay postings will split 80/20, even if based on PPA earnings. The following will post to 6/30 and charge FY 2010: • SBB, SBA, VIL, VLA • All Reimbursements (B codes) • All “Retro” and Settlement earning codes • FCT – Furlough negative earnings Be aware of the Posting Dates (ex. SBB posts to 6/30) and establish EPPA/DEPTE for the pay period if needed.

  38. Split Year Proration • Job and LCM Actions will create a time slice that may affect the prorating. • If possible, delay Job and LCM actions until next pay period. • Hire Effective Dates can change the # of business days used in Timesheet and Additional Pay prorating. • (see memo)

  39. Split Year Funding • During Split Year, funding for 2010 charges are not from Payroll Holds. • PHs are only used for the Accounts Payable periods.

  40. Accounts Payable • (new) Prior Period Adjustments for the 7/3 Split Year Payroll will likely post to FY11. • Prior period Adjustment activity is now summarized by the full pay begin and pay end date • If looking to post PPA to FY10, must use date 6/19 or earlier • Accounts Payable earning codes will be available July 8 (after Split Year payroll). • Be aware of the Posting Dates (AP codes = 6/30) and establish EPPA/DEPTE for the corresponding time slice. • CTR Payroll can assist departments in advising how to create PH documents. • More details in CTR Memo

  41. Payroll Holds • Payroll Holds must • Specify 2010 as the BFY and FY in the Header and on each Accounting line • After July 1st, if you leave the fields blank, value will default to 2011 on submission – CTR will reject PH • Specify a program for federal grants (4CN) • Specify a unit if departmental budgets are used • Be unique for the combination of Department / Appropriation / Object Code

  42. Payroll Holds • Payroll Holds are required for all charges – even negative and net $0 – during Accounts Payable. • Until June 30th, Executive departments need ANF approval for $25K+ increases. • After June 30th, all departments must include justification as a comment. • Make sure you have enough $$$ to cover FY2010 charges through Split Year payroll before you encumber the $$$ in a PH.

  43. Payroll Holds • Organize your PH documents so you can find them • Don’t create a mega PH with lots of lines • See what PH lines will be referenced by LCM in the PEREF table in LCM

  44. Payroll Holds and Funds Availability Ensure that PHs are in place for all AP charges– or checks will be held! PH can be for $0 if charges are net $0 or negative charges.

  45. Deficiency Payroll • Request to CTR APB for approval (John Newell 617-973-2658) • Transfer $$ to CTR account • Department processes HR/CMS Payroll using the Deficiency Earnings Codes (D01 – D06) • The cost distribution to CTR account will be handled by CTR Payroll (if there are any issues contact Judy Cole Judy.Cole@state.ma.us )

  46. Deficiency Payroll Codes D01 Deficiency Regular D02 Deficiency Travel Reimb (B02) D03 Deficiency Other Pay(Rtrmnt) D04 Deficiency Vacation in Lieu D05 Deficiency Sick Buy Back D06 Deficiency Overtime

  47. PayInfo Kevin McHugh, CTR

  48. PayInfo

  49. Questions?

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