Payroll Reps Meeting December 6, 2012 SON Auditorium 10AM – Noon

1. Payroll Reps MeetingDecember 6, 2012SON Auditorium10AM – Noon

2. PRESENTERS • Emily Runser • Specialist, HR-Compensation • Kevin Curley • Exec Director, Financial Systems • Linda Ward • Manager, Cost Analysis and Studies • Jackie Ball • Specialist, HR-Service Center • Candace Chow • Payroll Manager, Financial Services

3. AGENDA • 2013 COLA – HRComp • HRSC Deadlines – HRSC • Direct Retros • BR/DR Deadlines • Retro Pays Enhancement – FSPR • Year End Processing – FSPR • Tax Periods – FSPR • eUM HCM 9.1 Upgrade – Financial Systems

4. 2013 COLA

5. Eligible for COLA • Employee Classes eligible for COLA: • Regular Faculty – 01, 02, 03, & 15 • Regular Exempt & Nonexempt Staff – 20 & 33 • C2 Exempt & Nonexempt Staff – 22 & 35 • Post Doctoral Fellows not on NRSA training grants -19

6. Not Eligible for COLA • Employee Classes NOT eligible for COLA • Post Doctoral Fellowson NRSA training grants - 19 • Graduate Assistants - 04 • C1 Faculty – 36 & 36SP • C1 Exempt & Nonexempt Staff – 31I, 31T, 34, & 34SP • Students – 14, 14W, 16, & 16W

7. COLA Eligibility • Employee must be active as of 12/31/2012to be eligible to receive COLA

8. New Hires • Hire Date 12/31/2012 and before • Should be received in the HRSC no later than 12/20/2012 • Any paperwork received after 12/20/2012 will require a separate EA form to process any retroactive pay • Hire Date 1/1/2013 and after • Not eligible for COLA • Processing as usual • Hiring salary should be equitable with existing employees who have received COLA

9. Post Doc Fellows • Each school must submit a list of all Post Doc Fellows who are not eligiblefor the COLA: • NRSA Training Grants are NOT eligible • List should be emailed to Compensation at HRComp@af.umaryland.edu • List must be received in Compensation by December 15, 2012

10. Contingent Category II Employees • Each school must submit a list of all Contingent Category II employees who are not eligiblefor COLA: • Indicated on the Contingent Category II contract • If changing to ‘eligible for COLA’, an amendment must be submitted • List of ineligible Contingent Category II employees should be emailed to Compensation at HRComp@af.umaryland.edu • List must be received in Compensation by December 15, 2012

11. Pay Actions Processing Effective Dates • Effective date of 12/15/12 or 1/13/2013 recommended for all pay actions, such as: • FTE changes • Reevaluations • Reassignments • Retention • Acting capacity • Otherwise, manual adjustments will be required to adjust for COLA

12. Administrative Supplement ADSPIN/ADSPEL • If administrative supplement will be COLA eligible, the comp rate code must be changed from ADSPIN to ADSPEL • ADSPIN will change to mean ‘administrative supplement ineligible for merit/COLA’ • ADSPEL will mean ‘administrative supplement eligible for merit/COLA’

13. Faculty Incentive ADICIN • Faculty Incentive (comp rate code ADICIN) is ineligible for COLA • Faculty Incentive will change, however, because of the change to base salary due to COLA • All ADICIN adjustments must be made manually with a submission of: • New EA with new ADICIN rate, and • An attached updated Faculty Incentive Form

14. Paycheck with COLA • 2/1/2013 paycheck will include: • COLA pay increase • Retro pay for 1/1/2013 to 1/12/2013 (12 days) • 2/15/2013paycheck will include: • COLA pay increase

15. 1/1/2013 COLA Timeline • 12/15/2012 – Post Doc Fellow List due in Compensation • 12/15/2012 – Last date for payroll actions for 2012 • 12/20/2012 – New hire 12/31/12 and prior paperwork due in HRSC • 12/31/2012 – Employee must be active in payroll • 1/1/2013 – Effective date of COLA • 2/1/2013 – Paycheck will include new annual COLA rate and retro amount due • 2/15/2013 – Paycheck includes COLA

16. HRSC

17. HRSC Processing Deadlines • Due in HRSC by 12:00 noon • Thursday, December 6th – PP #13 new hires and terminations • Other actions will be processed if time allows • Paperwork will be processed December 17 – 19 • Thursday, December 13th – PP #14 • New Hires and terminations will be processed first. • Any actions not processed from PP#13 will be entered first • Paperwork will be processed January 2 – 4 • Thursday, January 10th – PP #15 • Normal processing resumes • Paperwork will be processed January 14 - 18

18. Cost Analysis & Compliance

19. Direct Retros Email Direct Retros to: DRetros@af.umaryland.edu Email subject nomenclature: 6 digit EMPL ID ^ Employee last name ^ Credit Project ID To submit a DR for Jon Doe, whose EmplID is 123456, on which you are crediting project ID 10001234, the subject line of the email you send to DRetros@af.umaryland.edu would look like this: 123456^Doe^10001234 Only 1 employee’s DRs per email! Only 1 credit project ID per email! Pull the form off the website EACH time you create a Direct Retro! You will then be aware of updates to the nomenclature or the process! Website: http://www.cost.umaryland.edu/directretroforms.cfm

20. BR/DR Deadlines • EFP effective cutoff dates have been updated on the payroll calendar! (the section with the dates: No EFPs eff dated <mm/dd/yy after 2pm) • Reminder – the reason for the EFP effective cutoff date is that we must comply with federal regulations requiring timely corrections of errors in accounting for costs

21. Retroactive Pay Enhancement

22. Retroactive Pay Enhancement (PP13-06) • Developed a new custom process to handle retro pay for New Hires and Rehires. • No Payroll Adjustment Forms (PAF) are needed for retro pay for New Hires/Rehires. • A process is run to generate zero paychecks for any missed paychecks for retroactive new hires/rehires. • Hourly, non-exempt, and Special Pay employees are excluded in this process. • Hourly and Non-exempt employees will get retro paid when their time is approved by the departments.

23. Retroactive Pay Enhancement • The Zero $ pay checks with a label ‘UMB Retro’ are generated for the missed pay periods in which the new hires/rehires should have received a paycheck. • Retro Pay process looks at this $0 pay check and calculates what should have been paid and adds it as a retro pay in the current pay period. • Zero paycheck will not be deleted and in place in the system permanently.

24. Zero Paycheck generated for Retro Pay

25. Year End Processing

26. Important Dates for Year-End Payroll Processing • Payroll Calendar has been published at FS-Payroll website: http://www.fincsvc.umaryland.edu/payroll/ • PP13-13 processing begins Thursday, 12/20 due to the holidays. • Payroll Adjustment Forms (PAF) for PP13-13 are due by COB on Tuesday, 12/18, any late PAFs will not be processed until the following pay period. • All Payable Time must be approved by 10AM on Thursday, 12/20.

27. Important Dates for Year-End Payroll Processing • The last day to approve time for 13-13 is Friday, 12/21 before 9AM. • ALL unapproved time for non-exempt employees will be approved at 9AM on Friday, 12/21. • The Last call email will go out on Friday, 12/21. • HRSC & FSPR will close from 12/24-1/1/13. • Time Admin will not be run from 12/21-1/1/13.

28. 2013 Personal Leave • Personal leave time for 2013 will be allocated on 1/15/13, after Leave Accrual Process for PP13-14 (12/30-1/12/13). • Employees want to use 2013 Personal Leave in PP13-14 can wait until 1/15/13 to enter on timesheet.

29. Year-End Leave Accrual Roll-over Process • Year-end leave accrual roll-over process will occur on Tuesday, 1/29/13. • To get a clean cut of time between 2012 and 2013: • Timesheets (ETS) for closed pay periods: • Paper timesheet on file + reconciliation to clean up • All leave adjustments for 2012 must be sent to FSPR by Friday, 1/18/13 • ETS for open pay periods: • All ETS up to PP13-14 must be complete, and approved by supervisors and TL Initiators. • Payable time must be approved by TL Approvers by Wednesday, 1/23/13.

30. Important Dates for Year-End Processing

31. Tax Periods

32. Tax Periods on PA Form • Any add’l pay that is above the employee’s normal bi-weekly pay may be taxed over multiple pay periods. • Discuss with your employees if multiple tax periods is requested due to their tax circumstances. • Tax period calculation: Total wages paid during the pay period/Normal bi-weekly pay • If an employee has requested add’l tax amounts be withheld on W4, the amounts will be multiplied by the tax periods.

33. Tax Periods on PA Form • If the tax period box is left blank on a PA Form, the default value will be set to ‘1’ tax period. • The tax periods will be reduced to the maximum allowed by FS-Payroll if the number requested was too high.

34. Payroll Adjustment Form

35. eUM HCM 9.1 Upgrade

36. HCM 9.1 Upgrade Project will be implemented in Two Phases • Phase I - December 2013 • Major Technology Upgrade • Major Functional Enhancements include • Person Model • ePAF – will replace the current Employee Action Form • Commitment Accounting (EFP) • Phase II – targeted for 2014 • Talent Acquisition Mgmt (Recruiting) • Electronic Timesheets for Faculty

37. Project Status…where are we and what are the plans? Project Scope created and approved in late spring 2012 Created RFP and have engaged consulting firm – CedarCrestone International Consultants currently onboard building a 9.1environment & conducting Fit/Gap Analyses Campus focus group formed last month for ePAF Work on ePAF design and process will begin in mid February Testing for all other modules will begin in late January Campus Training is scheduled for October/November 2013 Implementation December 2013

38. Questions?

39. CONTACTS • Cost Analysis & Studies • Phone: (410) 706-2987 • E-mail: effort@af.umaryland.edu • FS- Payroll • Phone: (410) 706-1243 • E-mail: DL-BFPayrollHelp@af.umaryland.edu • HR- Comp • Phone: (410) 706-6338 • HR- Service Center • Phone: (410) 706-7600 • E-mail: DL-HRSServiceCenter@af.umaryland.edu