Payroll / HR User Group

1. Payroll / HR User Group June 4th, 20098:30 AM – 12:00 PM

2. Announcements • Presentations ~ Open Enrollment / Benefits Update ~ Stimulus Issues Effecting Payroll ~ Bus Passes ~ Data Cleanup in Employee File ~ Payroll Card & Bill Pay Service ~ Position Rollover & Effective Date of Pay Increases ~ Auto Deposits Not Pre Noting ~ Year End Payroll Items ~ Payroll Encumbrances • Questions and Answers Today’s PHRUG Agenda

3. Opening Remarks Paul Carlson

4. Announcements Certification Deadline (Syl Luhring) 4

5. Announcements Certification Deadline (Syl Luhring) Heads Up (Syl Luhring) • Declaration of Wage attachment • Received from Northway Financial Corp. LTD • Surrey, British Columbia • DBA Cash Transfer Centers • Electronically signed copy of “Voluntary Wage Attachment” on employee. • Employee knew nothing about the “loan” or circumstances surrounding the request. • Demand was sent to both the agency and State Accounting but not processed through legal channels. • Website Loan Company with only electronic or digitally signed loan agreements. • If you receive one, forward it to State Accounting, attn Syl. 5

6. Announcements Certification Deadline (Syl Luhring) Heads Up (Syl Luhring) Vacancy Reporting (Mike McCrory) W4 Inquiry (Steve Lortz) Printing Pay Stub & System Basics Course (Brian Svik)

7. Employee Benefits Update Roger Wilson, Paula Fankhauser, & Mike Wanetka

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9. Employee Benefits Update Wellness Program News Wellness Coordinator: Mike Wanetka Wellness Coordinator State Employee Benefits PO Box 94952 Lincoln, NE 68509 Phone: 402-471-4703 E-mail: Mike.Wanetka@nebraska.gov Health Assessment Update Hand-out 9

10. Employee Benefits Update Benefit Plans Follow Up Confirmation Statements New Hire Video – coming soon Summary Plan Descriptions Insurance Cards ESI BCBS Ameritas 10

11. Stimulus Issues Effecting Payroll Paul Carlson 11

12. Stimulus Issues Effecting Payroll Accounting for payroll costs related to ARRA funding. Decreased Withholdings COBRA Assistance Discussion Time 12

13. StarTran Bus Passes Paul Carlson & Dovi Mueller

14. StarTran Bus Passes • Reduced rate for 31-day passes for state employees • 31-day pass is $35 (reg. $45); HandiVan is $80 (reg. $90) • Payroll deduction and tax sheltered • Biweekly Plan is MISC0008 (DBA = 6233) • Monthly Plan MISC0040 (DBA = 7233) • Passes will be available “close to” the first of each month • Distributed by StarTran to AS Mailroom • Time Sensitive / Deliver Contents Immediately • Delivered to Agency HR Contacts • Brochures available on State Accounting website

15. Data Cleanup in Employee File Paul Carlson & Dovi Mueller 15

16. Data Cleanup in Employee File Basic Compensation Screen Data Errors Data Cleanup in Employee File 16

17. Data Cleanup in Employee File 17

18. Data Cleanup in Employee File 18

19. Data Cleanup in Employee File 19

20. Data Cleanup in Employee File 20

21. Data Cleanup in Employee File 21

22. Data Cleanup in Employee File 22

23. Data Cleanup in Employee File 23

24. Data Cleanup in Employee File 24

25. Data Cleanup in Employee File 25

26. Payroll Card & Bill Pay Service Syl Luhring

27. AccelaPay Payroll Card • Efficient, Safe and Timely way to receive payroll funds. • Quick turnaround for setup & card issue. • Great option for those without a banking relationship. • Now offering handy bill payer service. • State Accounting would be glad to present this option to the folks in your agency. 27

28. AccelaPay Payroll Card 28

29. AccelaPay Payroll Card 29

30. AccelaPay Payroll Card 30

31. Position Rollover & Effective Date of Pay Increases Syl Luhring & Bill Wood

32. Position Rollover Position Rollover & Effective Date of Pay Increases • June 15th - State Accounting will perform position roll-overs. • to create new positions for NIS Fiscal Year 9 (July 1, 2009 through June 30, 2010). • New requirements to report vacant positions to legislature will change process slightly. (Mr. McCrory will address this). • Agencies will need to make any position budget adjustments after the rollover takes place, since various adjustments will need to be made based on information provided to the agencies by State Personnel and Employee Relations. 32

33. Article 11- Wages NAPE/AFSCME and State Labor Contract 2009-2011 Changes Position Rollover & Effective Date of Pay Increases William J. Wood, Chief Negotiator/Administrator Employee Relations Division, Administrative Services 33

34. ARTICLE 11- WAGES Sections 11.2 and 11.3 Position Rollover & Effective Date of Pay Increases • On July 1, 2009, all employees in each Bargaining Unit, except the “E” Bargaining Unit, shall receive a two and nine-tenths percent (2.9%) pay increase to their annual full-time equivalent salary base. • On July 1, 2010, all employees in each Bargaining Unit, except the “E” Bargaining Unit, shall receive a two and one-half percent (2.5%) pay increase to their annual full-time equivalent salary base. 34

35. ARTICLE 11- WAGES Sections 11.5 and 11.6 Position Rollover & Effective Date of Pay Increases Pay Plan changes are identified for 2009: “On July 1, 2009, each salary rate of all classifications in each bargaining unit pay plan, except the “E” Bargaining Unit, will be adjusted upward by two and nine-tenths percent (2.9%). (Appendix A 2009-2011).” Pay Plan changes for 2010: “On July 1, 2010, each salary rate of all classifications in each bargaining unit pay plan, except the “E” Bargaining Unit, will be adjusted upward by two and one-half percent (2.5%). (Appendix A 2009-2011).” 35

36. ARTICLE 11- WAGES Section 11.8 Position Rollover & Effective Date of Pay Increases • 10% for promotions where the new classification’s minimum rate of pay is equal to or greater than 22.5% above the minimum rate of pay of the classification which the employee occupied prior to promotion. • Promotions. By eliminating the “salary grade” language in this section on promotions, it was totally rewritten, but still based on how we have implemented promotions previously. • 5% for promotions where the new classification’s minimum rate of pay is equal to or greater than 7.5% but less than 15% above the minimum rate of pay of the classification which the employee occupied prior to promotion; • 7.5% for promotions where the new classification’s minimum rate of pay is equal to or greater than 15% but less than 22.5% above the minimum rate of pay of the classification which the employee occupied prior to promotion; or  36

37. ARTICLE 11- WAGES Section 11.9 Position Rollover & Effective Date of Pay Increases • Demotions. By eliminating the “salary grade” language in this section on demotions, it was totally rewritten, but still based on how we have implemented demotions previously. • 5% for demotions where the new classification’s minimum rate of pay is at least 7.5% below but not more than 15% below the minimum rate of pay of the classification which the employee occupied prior to demotion; • 7.5% for demotions where the new classification’s minimum rate of pay is at least 15% below but not more than 22.5% below the minimum rate of pay of the classification which the employee occupied prior to demotion; or • 10% for demotions where the new classification’s minimum rate of pay is at least 22.5% below the minimum rate of pay of the classification which the employee occupied prior to demotion. 37

38. Contract interpretations can be found on our website! Questions? Position Rollover & Effective Date of Pay Increases www.das.state.ne.us/emprel/ 38

39. Employee Relations Contact Information Position Rollover & Effective Date of Pay Increases • William J. Wood, Chief Negotiator/Administrator • (402) 471-4106 • william.wood@nebraska.gov • Gail Brolliar, Administrative Assistant • (402) 471-4104 • gail.brolliar@nebraska.gov • Jeannie O’Meara, Employee Relations Representative • (402) 471-8292 • jeannie.omeara@nebraska.gov 39

40. Auto Deposits Not Pre Noting Syl Luhring

41. Auto Deposits Not Pre Noting • Legislative action – LB533 • Legislature has removed the restrictions on requiring Auto Deposits. • Effective 90 days after end of session. • Mandatory Auto deposit – No exceptions • Beginning with the payment of the September 30th monthly payroll and the bi-weekly payment on September 23rd (B-19 ending on September 13th) all payroll payments will be deposited electronically to a pay card or to an account at the employee’s financial institution instead of issuing warrants. • Employees not choosing between the pay card or other financial institution account will automatically be given a pay card account. 41

42. Auto Deposits Not Pre Noting • Interims • Starting June 1st, we will begin using electronic payments instead of issuing warrants for payment. • Employees with a deposit account in place will have the interim payment deposited. Employees without an account and receiving an interim payment will be advised that by September 14th, electronic deposits will be mandatory in most cases • Pre-Notes • Avoid pre-noting - creates need for warrant • Check for accuracy of account information at setup. • All or nothing – between now and September, there should be no mixture of warrants and auto deposits. All accounts with direct deposit accounts established MUST use direct deposit for the entire payment and not a warrant for part. 42

43. Auto Deposits Not Pre Noting Notice sent to warrant Recipients • $$$$$$$$$$$$$$ Important – Please Read $$$$$$$$$$$$$$ • You currently are receiving your pay by a warrant. Payroll warrants will cease beginning with the pay period starting September 14, 2009. By that date, you must select one of two payroll direct deposit options. You can have your pay directly deposited to a payroll card, which is a prepaid Visa card. You do not need a banking relationship to utilize the payroll card. If you have a checking, savings or money market account with any bank or credit union, you can direct deposit your pay to one or more of your accounts. There are a number of benefits of using direct deposit. Your pay is deposited to your account(s) or payroll card each payday and the full amount is available for immediate use or withdrawal. You will never have to worry about losing your pay checks. Please contact a human resources or payroll person in your agency and you will be assisted in setting up your direct deposit.

44. Auto Deposits Not Pre Noting • Expense Check payments • Will be auto deposit just like payroll and interims and subject to the September 14th mandate. Refer to Dee Ward’s presentation during the last PHRUG meeting for procedures when setting up these reimbursements. 44

45. Year End Payroll Items Syl Luhring

46. Year End Payroll Items • Encumbrances (Discussion by Bruce Snyder) • B-13 & part of B-14 earned in FY 08 paid in 09 • Closing Letter – Important payroll dates • June 15th • Position Rollover for next year. • Agencies wanting to purge positions should have reviewed and marked positions to be purged. • Purge will occur prior to the rollover. • Bi-weekly payroll for the June 17th pay date will be posted by State Accounting 46

47. Year End Payroll Items • June 25th • Certification for bi-weekly payroll (B-13 paying on July 1) due by 1:00 P.M. NOTE TIME CHANGE • June 26th • June monthly payroll will be posted by State Accounting • July 1st • Bi-weekly payroll for July 1st payout will be posted by State Accounting 47

48. Payroll Encumbrances Process Bruce Snyder 48

49. Payroll Encumbrances Process • CERTIFICATION OF PSL: • Certified Encumbrances – PSL Only (Account 511100 to 5129900) • Biweekly Payroll Only • Payroll dates: July 1 (entire payroll) and July 15 (.7 for most agencies). • Certification Date: July 31, 2009 (See attached Schedule) • Can utilize Import / Export of Payroll Journal Entry but be sure to calculate % of payroll to encumber. See Mini Manuals > Payroll Encumbrance 49

50. Manual Encumbrances Can be entered in two different places Agency Budget Menus Agency Budget Menu > Agency Budget Management > Enter/Adjust Manual Encumbrances > Enter/Adjust Manual Encumbrances General Accounting Menus General Accounting – Agencies > Manage Journal Entry > Journal Entries with Debit/Credit Format Payroll Encumbrances Process 50