Payroll / HR User Group

June 4th, 20098:30 AM – 12:00 PM

Payroll / HR User Group

• 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

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Opening Remarks

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Paul Carlson

Announcements

Certification Deadline (Syl Luhring)

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Announcements

Certification Deadline (Syl Luhring)

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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.

Announcements

Certification Deadline (Syl Luhring)

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Printing Pay Stub & System Basics Course (Brian Svik)

Vacancy Reporting (Mike McCrory)Heads Up (Syl Luhring)

W4 Inquiry (Steve Lortz)

Employee Benefits UpdateRoger Wilson, Paula Fankhauser, & Mike

Wanetka

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Wellness Program News

Wellness Coordinator:Mike WanetkaWellness CoordinatorState Employee BenefitsPO Box 94952Lincoln, NE 68509

Phone: 402-471-4703

E-mail: [email protected]

Health Assessment UpdateHand-out

Employee Benefits Update

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Benefit Plans Follow Up

Confirmation Statements

New Hire Video – coming soon

Summary Plan Descriptions

Insurance CardsESIBCBSAmeritas

Employee Benefits Update

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Stimulus Issues Effecting PayrollPaul Carlson

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Stimulus Issues Effecting Payroll

Decreased Withholdings

COBRA AssistanceDiscussion Time

Accounting for payroll costs related to ARRA funding.

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StarTran Bus PassesPaul Carlson & Dovi Mueller

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• 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

StarTran Bus Passes

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Data Cleanup in Employee FilePaul Carlson & Dovi Mueller

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Basic Compensation Screen Data Errors

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Data Cleanup in Employee File

Data Cleanup in Employee File

Data Cleanup in Employee File

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Data Cleanup in Employee File

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Data Cleanup in Employee File

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Data Cleanup in Employee File

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Data Cleanup in Employee File

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Data Cleanup in Employee File

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Data Cleanup in Employee File

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Data Cleanup in Employee File

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Data Cleanup in Employee File

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Payroll Card & Bill Pay ServiceSyl Luhring

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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.

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AccelaPay Payroll Card

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AccelaPay Payroll Card

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AccelaPay Payroll Card

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Position Rollover & Effective Date of Pay Increases

Syl Luhring & Bill Wood

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Position Rollover• 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.

Position Rollover & Effective Date of Pay Increases

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Article 11- WagesArticle 11- WagesNAPE/AFSCME and State Labor Contract

2009-2011 Changes

William J. Wood, William J. Wood, Chief Negotiator/Administrator

Employee Relations Division, Administrative Services

Position Rollover & Effective Date of Pay Increases

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ARTICLE 11- WAGESARTICLE 11- WAGESSections 11.2 and 11.3

• 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.

Position Rollover & Effective Date of Pay Increases

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ARTICLE 11- WAGESARTICLE 11- WAGESSections 11.5 and 11.6

• 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).”

Position Rollover & Effective Date of Pay Increases

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ARTICLE 11- WAGESARTICLE 11- WAGESSection 11.8

• 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 

• 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.

Position Rollover & Effective Date of Pay Increases

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ARTICLE 11- WAGESARTICLE 11- WAGESSection 11.9• 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.

Position Rollover & Effective Date of Pay Increases

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Contract interpretations

can be found on our website!

Questions?

www.das.state.ne.us/emprel/

Position Rollover & Effective Date of Pay Increases

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Employee Relations Contact InformationEmployee Relations Contact Information• William J. Wood, Chief Negotiator/Administrator

• (402) 471-4106• [email protected]

• Gail Brolliar, Administrative Assistant• (402) 471-4104• [email protected]

• Jeannie O’Meara, Employee Relations Representative

• (402) 471-8292• [email protected]

Position Rollover & Effective Date of Pay Increases

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Auto Deposits Not Pre NotingSyl Luhring

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• 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.

Auto Deposits Not Pre Noting

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• 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.

Auto Deposits Not Pre Noting

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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.

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.

Auto Deposits Not Pre Noting

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Year End Payroll ItemsSyl Luhring

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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

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– 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

Year End Payroll Items

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Payroll Encumbrances ProcessBruce Snyder

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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

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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

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• Enter J9 in the Doc Type/No/Co field.• The Ledger Type field has a default of PB.

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• Enter J9 in the Doc Type/No/Co field.• Change the Ledger Type from AA to PB.

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Manual Encumbrance StepsDoc Type J9 G/L Date – using today's date Explanation – such as 'To encumber prior year' Ledger Type PB

Transaction must be APPROVED , PREAUDITED and POSTED in the month created.

Payroll Encumbrances Process

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Encumbrance Process

• LIQUIDATING AN ENCUMBRANCE– NIS Training Manuals: Budgeting and NIS

Mini Manuals > Liquidating an Encumbrance– Use void journal entry process. Make sure to

use current GL date, and approve and post the batch.

Payroll Encumbrances Process

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2009 Encumbrance ScheduleJuly 1 State Accounting posts B-13 payrollJuly 1 GL Date for B-13 Payroll related to June HoursJuly 6 – July 20 Create Manual Encumbrances (J9 document type

– PB Ledger)July 13 State Accounting posts B-14 payrollJuly 15 GL Date for B-14 Payroll related to June Hours (7

of 10 days for most agencies)July 27 State Accounting runs 7/24/09 Biennial Carryover

Report for review purposesJuly 27 Run Encumbrance Detail to ensure accuracy

Payroll Encumbrances Process

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2009 Encumbrance ScheduleJuly 31 State Accounting runs 7/30/09 Biennial Carryover

Report for review purposes. This should agree with the 7/30/09 Encumbrance Detail

August 4 7/31/09 Certified Biennial Carryover Report available for review

August 10 Agency Director signed copy of Certified Biennial Carryover Report due to State Accounting. PSL Encumbrances may be liquidated following certification.

August 10 – 28 State Accounting and State Budget review of encumbrances

August 28 State Budget PSL Re-Appropriation

Payroll Encumbrances Process

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Questions & Answers

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