Payroll User Group June 5, 2019 - Office of the Comptroller
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Payroll User Group
June 5, 2019
Office of the Comptroller
Welcome Kevin McHugh Assistant Comptroller for Payroll and Payments
PFML for PUG
Executive Departments
June 5, 2019
© Human Resources Division
Agenda • N&A Vehicles – TSS tech solution – Paper/mailing – MassCareers • Compliance monitoring and reporting 6/6/2019 © Human Resources Division 4
Notice and Acknowledgement Vehicles
Existing Employees New Hires
• Electronically – noticed via email MassCareers
and acknowledged via TSS tech • PFML will be part of the current
solution (mass.gov) policy page in MassCareers
• Paper – noticed via letter in the
• New hires/rehires/transfers will
mail acknowledged via:
read the notification and select
– Returned letter in the mail to the
Acknowledged or Declined
ESC
– TSS tech solution (mass.gov) • For those employees not hired via
– Given to local HR office MassCareers, HR will need to find
• For those employees whose email
an alternative vehicle such as a
or letter is undeliverable, HR will face-to-face meeting
need to find an alternative vehicle
such as a face-to-face meeting
6/6/2019 © Human Resources Division 5
Communication Plan 6/6/2019 © Human Resources Division 6
MassCareers
• PFML will be part of the current policy page in MassCareers
• New hires/transfers/rehires will read the notification and select Acknowledged or Declined
• HR will:
– Print the PFML information which will be added to the existing Policies page generated by
MassCareers
– Check “Noticed” and either “Acknowledged” or “Declined” in HR/CMS
– File the PFML Notice and Acknowledgement in employee’s personnel file
– Employees who do not go through MassCareers will need a paper version provided at the
Employee Benefits and Decision Orientation
• HRD will run the report of email addresses on 6/3/19, for the mass email to be sent on 6/12/19.
MassCareers will be updated on 6/11/19. Any new hires/rehires/transfers who started onboarding
in MassCareers prior to 6/11, will need a paper copy.
– BEAU will notify HR Departments who these new hires are
– Secretariat Human Resources Officer will receive a Secretariat wide report of these new hires
for informational purposes
– HR will need to check “Noticed” and either “Acknowledged” or “Declined” in HR/CMS
6/6/2019 © Human Resources Division 7
Compliance Monitoring The Commonwealth needs to report on compliance with the PFLM Law and that we have noticed every employee. To track this, a new page has been added to HR/CMS. New PFML Notice page in HR/CMS • Check/uncheck the Noticed field (this is checked by default) • Check the Acknowledged field or the Declined field – Via the mass update – Manually by HR Staff • The “PFML Compliance Monitoring in HRCMS” will be posted in the Knowledge Center and emailed 6/6/2019 © Human Resources Division 8
PFML in HR/CMS
Navigation: Main Menu > Workforce Administration > Job Information > Job Data >
Empl ID> Empl Record:
From the Work Location tab select the Employment Data link on the bottom of the
page. On the top of the page select the MA Service Data tab.
Follow the Steps to process the tracking of PFML:
• Select the appropriate checkbox indicator for PFML
o Acknowledged
o Declined
o Noticed
• Select Save
6/6/2019 © Human Resources Division 9
Mass Updates to HR/CMS
• HRD will conduct mass updates to HR/CMS for the
Acknowledged/Declined Fields
• Mass update spreadsheets are due to Tsui Cheng by 3:00 p.m. on the
following dates
– 6/21/19
– 7/5/19
– 7/19/19
• One spreadsheet per Secretariat
• The “Mass Update Template” will be emailed to you
Empl ID PFML Acknowledged PFML Declined DEPTID DEPTID Description
123456 Y HRD1000 Human Resources Division
12345 Y DPH8500 DPH-Tewksbury Hospital
6/6/2019 © Human Resources Division 10Reporting
• HRD will provide reports at the Secretariat level to A&F and the
Governor’s Office on a bi-weekly basis
• HRD can provide the query so Agencies can run their own reports – please
contact John Johansson
Notice Acknowledgement
Secretariat Name # of Employees % Notified % Acknowledged % Declined % No Action
Administration & Finance
Department Of Transportation
Economic Development
Education
Environmental Affairs
Health & Human Services
Labor And Workforce Development
Public Safety & Homeland Security
Technology Services And Security
Total
6/6/2019 © Human Resources Division 11Paid Family Medical Leave
• CTR provided a toolkit on May 15th which
included:
– Reissue of the Budget Memo dated April 29th,
including an example of “Notice to Bargain” memo
– A poster that outlines the law required to be displayed
on the Employee Bulletin Board
– A template from the Department of Family and
Medical Leave (DFML) that is acceptable for use as
the notification
– This notification contains the assumed .31%
employee share that was included in the budget
submissionCTR Assistance Available • Departments had the opportunity to request assistance from the Comptroller’s Office to notify their employees (Deadline May 22) • CTR will email all employees providing the notice and instructions on how to return acknowledgement – Electronically, in HR/CMS – Mailing back to department – Personally to local HR office • CTR will provide a list of employees without valid e- mail addresses in HR/CMS for department to notify alternatively (mail, in-person)
Agency Responsibility • By June 13th, final decision by agency head on the employee share of the contribution to be included in the notice • Alternative notification to those employees who do not have valid e-mail in HR/CMS • Tracking responses received outside of HR/CMS solution
Notice & Acknowledgement • HR/CMS has a flag to track compliance on the MA Service Data page • All acknowledgements are tracked here
Compliance • For departments who are not utilizing the HR/CMS notification, CTR can provide mass updates to HR/CMS for the Acknowledged/ Declined fields • Mass update spreadsheets are due to statewide.payroll@mass.gov by 3:00pm on the following dates: – 6/21/2019 – 7/5/2019 – 7/19/2019 • Mass update template will be provided
Non-Exec New Hires/Transfers/Rehires • Employees will be notified in announcement pagelet in HR/CMS (My Page) • Employee will access the notification page from a link in the announcement • Employee will acknowledge or decline in HR/CMS • Selection will automatically feed into MA Service Data page
Manual Compliance • Departments not using the HR/CMS notification are required to notify employees and receive acknowledgement within 30 days of hire • You will have to manually update the MA Service Data page as the Commonwealth will have to provide regular reporting on compliance • CTR will be monitoring to ensure compliance
Questions?
Introducing…
REFER A FRIEND!
Just For You!
City Hall Plaza- Financial Open House
New Technology Project launching October 2020
Creating an improved member experience
► Ability to generate more innovative products/services
► Addresses our core, digital banking services, debit card and
credit card solutions.
► Streamline online applications for loans and membershipMetrocu.org/state
Mary Holland mholland@metrocu.org 877-MY-METRO x 3504
SMART Plan Agenda
Presented by Rob Young,
Manager, Participant Engagement
NEW – Paperless Distributions
NEW - E-delivery
PEC Enrollment (online enroll)
Active Choice form
SMART Plan updates
Questions
29New – Paperless Distribution
WHY?
More secure; fraud protection
Much simpler to use; less errors and
rejections
Quicker
30New – Paperless Distribution
WHAT’S DIFFERENT?
Withdrawals processed online or
through Call Center
Forms no longer available on website;
including Plan Service Center
Some exceptions; Purchase of Service
Credit, Hardship requests, Catch-up
31New – E-Delivery
WHY?
Faster Delivery
Security
Less Paper!
32New – E-Delivery
Important notes:
Actual statements are NOT emailed; only
reminders
Simple to opt out of E-Delivery; online or
Call Center
Don’t forget the Smart phone app is even
easier
33PEC (Online) Enrollment
34PEC (Online) Enrollment
More efficient, paperless
Still available:
Enroll through Active Choice
Enroll with traditional Enroll form
35Active Choice Enrollment
36Active Choice Enrollment
April; 98 of 155 on New form
672 employees enrolled through April by
using Active Choice
Over 70% selected Auto Deferral
Increase
Please no handwritten $ Amounts
37SMART Plan Updates
New CTR contact for SMART Plan updates
--- Ashley Nelson
Ashley.Nelson2@state.ma.us
38Questions?
Thank you
39FSA and Commuter Benefits
Presented by Jasmine Shamer
Benefit Strategies LLC
06/05/2019 40Transit and Parking Calendars
To enroll in the commuter Transit or Parking benefit, members must complete the Online
Election Change Form here: https://www.benstrat.com/ctbform/index.php
When making a Transit or Parking change through the Online Election Change Form – there
are links to the 2019 calendars as seen below on the form, please print them for quick and
easy reference to important deadlines, or you can also find the calendars on the Benefit
Strategies website here: https://www.benstrat.com/clients/commonwealth/
06/05/2019 41Transit Election Change Process Calendar for 2019
The deadline to submit the July 2019 Transit Election Change Form to
Benefit Strategies will be tonight, Wed 6/05/2019 at midnight, and
PR deduction will be reflected on Friday 6/14/2019 check
06/05/2019 42Parking Election Change Process Calendar 2019
The deadline to submit the July 2019 Parking Election Change Form
to Benefit Strategies will be Wed 6/19/2019 and the PR deduction
will be reflected on the next Friday 6/28/2019 check
06/05/2019 43MBTA Fares Increase 7/1/2019
MBTA link for all changed fares can be found here:
https://www.mbta.com/fare-proposal-2019/fare-prices
Benefit Strategies has already sent out two reminder emails on
5/17/19 and 5/31/19, with the final reminder last night 6/04/19. The
emails included instructions on how to increase the commuter
Transit payroll deductions for the 6/14/19 check and deadline being
tonight 6/05/19
If members have already submitted their election form but selected
the wrong benefit month (June 2019) will be instructed in the above
mentioned emails on how to correct their accounts – they will need
to submit an election form with the “old” amount for July 2019
benefit month, and then another election form with the “new”
amount for Aug 2019 benefit month. This correction will ensure that
members do not have excess funds in their accounts if they were
deducted too soon on 5/17/19 check
06/05/2019 44MBTA Fares Increase 7/1/2019 Continued
If members miss the 6/05/19 deadline to submit their election form
with the increase, they will not have enough money to purchase
their July 2019 passes – this means they will have to pay out of
pocket, and can submit a claim reimbursement to BenStrat for the
amount (old) that was deducted from their paycheck, example, if
John Smith’s pass is $90 for July 2019 but he missed the deadline to
submit his increase from $84.50, his BenStrat flex card will be loaded
with $84.50 (old amount) on 6/20/19, he will have to buy his July
pass out of pocket for $90.00 and submit a claim to BenStrat to be
reimbursed $84.50 – the difference will be absorbed by the member.
06/05/2019 45FSA Benefits Effective 7/1/2019
Benefit Strategies will be managing the FSA HCAP/DCAP
benefits effective 7/1/19
Reminder of blackout period for ASI Flex FY2019
Blackout dates 6/17/19 – 6/30/19, during which time members
enrolled with ASI Flex will not be able to use their flex cards for
eligible incurred expenses. Members will need to pay out of
pocket, retain a valid receipt, and submit a claim to Benefit
Strategies on or after 7/1/19
FY2019 plan year grace period for claims and expenses incurred
through 9/15/19
FY2019 plan year final filing deadline for claims 10/15/19
FY2020 plan year claims, with service dates incurred on or after
7/1/19, will be submitted to Benefit Strategies
06/05/2019 46FSA Enrollments Status for FY2020
FSA enrollments received by BenStrat as of Tues 6/04/19:
15,432 members enrolled for HCAP in total of $26,898,102
2,141 members enrolled for DCAP in total of $9,654,991
17,973 members in total enrolled
06/05/2019 47FSA Tips and Helpful Resources
FY2020 FSA enrollment for a new hire employee, or eligible life changing
events (such as marriage, divorce, birth of a new child) must be done online
through the New Hire E-Form, or Status Change E-Form, both located on
BenStrat website here: https://www.benstrat.com/gic-fsa/
No paper enrollments will be accepted, that includes old ASI Flex paper
enrollment forms
Refunds for payroll deductions taken in error will also be submitted
electronically through BenStrat website
Coordinators will be assigned a single user login for BenStrat Admin Portal
– you may not share this log in information with others or allow other users
to use your access to the system. This violates the terms of the use.
Please be sure to use the FSA Job Aid for “how to” process HRCMS payroll
deductions
06/05/2019 48Contact Information for Benefit Strategies
Your dedicated Account Executive:
Jasmine Shamer
HR/PR Coordinators: Jshamer@benstrat.com
Members New Email: Commonwealth@benstrat.com
HR/PR Coordinators: (603) 232-8059 direct line
Customer Service: 877-353-9442
Fax#: 603-232-8079
FSA Website: https://www.benstrat.com/gic-fsa/
Commuter Website: https://www.benstrat.com/clients/commonwealth/
06/05/2019 49Non-Resident Alien
• 1042-S Tax Compliance Process
Non Resident Alien
Tax ComplianceOverview • It is the responsibility of the Commonwealth to ensure compliance with all Federal tax laws and to provide the tools for departments to comply • In order to ensure compliance with Non-Resident Alien tax withholding, there are new requirements which all departments must follow to verify the identity and employment authorization of all employees at hire • These requirements include maintaining, managing and tracking citizenship and visa information, as well as, tax data setup
Common Visa Types • F-1: Foreign Students. On-campus work permitted by USCIS regulations (with restrictions – i.e. 20 hours/week when school is in session, 40 hours/week during school vacations); Off-campus work possible if employer has filed labor attestation or student has been approved for practical training; Off-campus permission given on 3rd page of I20 or on EAD. • H-1A: Registered Nurses. Can only be paid by the facility that filed the labor attestation & applied for the H-1A. • H-1B: Temporary workers in a specialty occupation other than nurses, agricultural workers, athletes or entertainers. Visa is job specific – can only be paid by the organization which filed the petition for H-1 status. • J-1 Student: Students in the U.S. under Exchange Visitor Program. May work on- or off campus if granted permission by Exchange Visitor sponsor. • J-1 Professor, Research Scholar: Researchers, professors, scholars here under Exchange Visitor program. May work for university academic department or organization that issued or is listed on DS-2019 form; permission for other work granted by petition to U.S. Information Agency. • J-1 Short-term Scholar: Short-term researchers & professors. Limited to 6 month stay. No extensions permitted. May work for the university academic department or organization that issued or is listed on DS-2019 form; permission for other work granted by petition to U.S. Information Agency.
Definition
• A non-resident alien for tax purposes is different than a
non-resident alien for immigration purposes
• Residency Status for tax purposes is determined in one
of two ways:
– The Green Card Test: any person with an alien registration card
at any time during the year will be treated as a US permanent
resident alien for tax purposes for that year
– The Substantial Presence Test: an alien will satisfy the
substantial presence test if they are physically present in the
US for at least 31 days during the current calendar year, and
183 days during the three year period that includes the current
year and the two years preceding the current yearWithholding Rules • Withholding rules for nonresidents result in higher tax withholding • Taxpayers who file Form 1040NR or 1040NR-EZ are generally not able to claim many of the personal exemptions, deductions and credits that US citizens and resident aliens are eligible to claim
FICA Tax Exemption for F, J, M, and Q Immigration
Status
An individual can be exempt from FICA (Social Security and
Medicare) tax withholding if he or she meets all of the following
criteria:
– In non-resident alien status for tax purposes
– Present in the U.S. under F-1, J-1, M-1, or Q-1 immigration status
– Performing services in accordance with the primary purpose of
the visa’s issuance (i.e., the primary holder of the immigration
status, the “F-1”). A visa holder’s spouse/dependents (the “F-2”) will
not meet this requirement because their employment does not “carry
out the purpose” of the F-2, J-2, M-2, or Q-2 immigration status of
accompanying the primary visa holder to the U.S.
• FICA taxes only apply to wages; it does not apply to fellowship
payments. Students receiving a fellowship will not have FICA
taxes withheld from their paycheck.• In order to determine a payee’s U.S. tax residency status,
the appropriate tax withholding rates and reporting
method, employees are required to submit all
Documentation Requirement for Payment to
documentation within the first
Foreign 30 days of employment
Nationals
and immediately after any extension or changes to
employment or immigration status.
• The required documentation must be submitted to the
employee’s agency HR and/or Payroll OfficeDetermining International Employee Taxes and Tax
Treaties
• To determine an employee’s tax status and eligibility for a
tax treaty, all non-U.S. citizens who receive
compensation, scholarships or fellowships from the
Commonwealth must first provide the required
information and complete the necessary forms using
GLACIER (Artic International LLC), the Commonwealth’s
secure Online Tax Compliance System
• Ideally, this information should be provided prior to any
payment so that the correct tax withholding and reporting
decisions are made; failure to do so may result in the
maximum rate of tax withholdingNon-Resident Alien Workflow • It is the responsibility of the agency to ensure that they are requesting and gathering all of the appropriate documentation to validate an individual’s eligibility for employment • The guide for “Managing Citizenship, Visa and Non Resident Alien Taxation” provides additional guidance as to what specific documentation maybe required, this guide will help you prepare your employee for the Glacier process
Non-Resident Alien Workflow • Department users will use the “Citizenship” panel within HR/CMS to maintain all information related to foreign nationals employed in the Commonwealth • The Statewide Payroll Team will run daily queries to identify new hires and initiate a profile in Glacier • Employees will receive an e-mail with log-in instructions to utilize the Glacier portal to provide all required immigration information • Employees will be set-up and taxed as regular employees until the required documents/forms are returned, reviewed and processed.
Non-Resident Alien Workflow • Upon completion of certification, the employee will receive a “Tax Summary” page which will include a list of documentation which they will need to provide to the department with the Tax Summary page • The job aid “Non-Resident Alien Maintain Tax Data” will assist agencies with entering the proper tax election entries within HR/CMS for the employee • If you require additional assistance with this process, please contact Silea Williams within the Statewide Payroll Team • Throughout the year, if your employee reports any changes to their status they must update this information within Glacier. Upon completion the employee will receive a revised Tax Summary page which should be provided to the agency to adjust in HR/CMS
Tax Summary Report • Employee will deliver the signed Tax Summary Report, and required document copies either in-person (recommended) or by mail to the agency HR/Payroll department. Please do not use email. • Agency Payroll staff will review the Tax Summary Report for a complete list of required forms and required document copies. • Agency Payroll staff will be required to complete the required tax updates within HR/CMS.
Resources • Managing Citizenship, Visa & Non-Resident Alien Taxation Reference Guide • Employment Rule for International Students • Enter Identification Data (Citizenship, Passport, and Visa) – Job Aid • Non-Resident Alien Maintain Tax Data – Job Aid • Glacier – Step by Step User Guide for Foreign Nationals • Non-Resident Alien | 1042-S Tax Compliance Power Point
Questions
• Email: statewidepayroll@mass.gov
• Human Resource Specialist, Statewide Payroll Team
Silea Williams 617-973-2378
silea.williams@mass.govHR/CMS Updates
Data Management • When entering addresses in HR/CMS, make sure to complete all fields • CTR uses these for mailing W-2s; incomplete addresses are time consuming and may result in misdirected mail • Pop-up dialogs – There are some that prevent saving and others that users can save past • These call out a data issue and should not be ignored • If you are not sure what the issue is, ask before saving • Mistakes do not get better with time
Direct Deposit Change Requests • Numerous attempts have been made (some successfully) to redirect employees direct deposits to fraudulent bank accounts • These changes result in a financial loss to the agency as they have to pay the employee for the misdirected funds • Direct deposit change requests can be completed by all employees in HR/CMS
Red Flags
Required Protocol • Direct deposit change requests submitted to local Payroll departments by any other means than in person need to be verified separately • The agency Payroll user must call the employee to verify that they submitted a direct deposit change request • Authentication of employee by Name, Empl ID, last 4 digits of SSN, birthdate, title • Agency will not process any request if the employee refuses to verify
Payroll Public Records Exemption
Kevin McHugh
06/05/2019Policy
• Joint policy by Office of the Comptroller (CTR) and
Human Resource Division (HRD) to provide guidance on
implementing exemptions limiting disclosure of
employee information under the Public Records Law.
• Three Exemptions:
– Victims of Domestic Violence, Rape or Sexual Assault
– Victims of Adjudicated Crimes
– Employees whose “Family Members” are Victims of Crimes
• Policy can be found here:
http://www.macomptroller.info/comptroller/docs/policies-procedures/payroll-lcm/po-pr-exemption.pdfProcedure
• Request of public information
– Can not ask for a reason or use of information
• Home address, telephone number, name and home address is not public
– Exemptions : victims of domestic violence, sexual assault or rape
– If the employee is involved in a current criminal case and has
imminent safety concerns, the HR director will determine whether the
exemption is appropriate.Exemption Form
• Each department is responsible for notifying
employees of the Public Records Exemption
Form.
• Exemptions for “ Family Members “
– Applied only to employees in the state payroll
system
– Family members are required to sign the victim's
certification form.Exemption Flag • Identify employee records that have an eligible exemption in the payroll system. • Access is Limited
Retention of The Public Records
Exemption Form
• Strictly confidential.
• Supporting documentation should be revised by HR
Director and shall not be included in employee’s
personal file.
• Valid for 5 years, unless a new one is submitted.
• CTR and HRD will not contact an employee directly.Number of Exempt Employees
More Less
Than 5 Than 5
As of June 4,2019 Years Years
Grand Total 253 184Non-Resident Alien
• 1042-S Tax Compliance Process
Fiscal Year EndPayroll Close / Open Timeline
►Departments should be familiar with the CTR
Annual Compliance Calendar
►You can open the spreadsheet and filter on
Business Functions like ‘Payroll Management’
and whether this is an “Action” item.
Compliance CalendarCOA Changes By Today You Should Have: • Identified any FY20 COA changes, e.g., program codes or appropriation changes • Prepare for any potential appropriation changes…budget is not finalized, still in conference if there are any changes • Planned for any Position transfers and LCM distributions for FY20 • Started to enter PH documents for AP
Key Dates in June
• Finalize your PH activity for AP by June 30
• For PPE June 22 – Last full payroll of FY 2019:
– June 21 - Last day for HR and Garnishment transactions
in HR/CMS
– June 24 - Last day for posting Time and Attendance
– June 25 - Last day for making Labor Distribution
changes in LCMHR/CMS Account Code Roll • Now Available • HMMMARS3 Report identifies: – All positions assigned to invalid accounts – If incumbent exists, then EMPLID and Recd# are shown • Agencies must take corrective action before 7/1 • Resource Document on Knowledge Center provides recommended steps and info on Mass Position Transfer – KC ⇒ Payroll ⇒ Financial Data Management • July 12 - Failure to act will result in these positions being automatically updated • The invalid account codes will be updated with the FIRST valid account code within your department
Mass Termination of Contract Jobs • NON Higher ED Agencies will occur July 12th while HED Agencies will occur in the Fall • Who? “Active” contractors hired before and unpaid since October 1, 2018 • Departments will be notified • Report Name is HMPCS004 – Termination of Contract Jobs
Payroll Receipt Vouchers • Continue to send Paper Voucher to the State Retirement Board (RET) • All Vouchers for any Pay Periods through April 13 were due at RET before Friday May 24 • Vouchers for Pay Periods after April 13 should be submitted ASAP • Cash Cutoff is June 30th for PRRVs
LCM Rules Roll – POAA Rules
• All current rules will expire on 6/30
• Draft rules for FY 2020 are available now
• Departments should review draft rules and delete any rules that will
not apply to FY 2020
• Departments must include full justification for rule as a Comment and
submit for approval
– Departments do not need to email paperwork to CTR Payroll
Bureau - Rules Request Form is no longer used
– Departments should retain signed copy of rules on file
• New rules must have a From Date of 7/1/2019 for FY 2020
– Any new FY 2019 rules must have To Date of 6/30/2019LCM Rules Roll – POAA Rules
• Document IDs for draft rules are defined as follows:
– Department ID
– Assigned Appropriation or ALL if the rule applies to all
Appropriations
– A if the rule applies to all Units or U if the rule is Unit-
specific
– A if the rule applies to all Positions or P if the rule is
Position-specific
– C19 (to indicate that it is a Create rule generated in 2019)
– Unique number
• Departments can enter *C19* as the Document ID search
criteria to find all draft POAA rulesLCM Rules Roll – Other Rules
• PALT Rules – Rules are specific to FY
– Departments must reapply for all PALT rules
• DEACC Rules – CTR Payroll Bureau has
contacted Departments to confirm that rules still
apply for FY 2020
• PCREQ / DEPTEs / Profiles – Will continue in
effect for FY 2020
– Departments should review and make any changes
needed for FY 2020Split Year Payroll Proration
• Pay Period begins on 6/23 and ends on 7/6.
• Payroll is prorated by business days of the pay
period (Mon- Fri) – 5 Business Days in FY 2019
and 5 Days in FY 2020.
FY 2019 FY 2020Split Year – Earnings That Will Post to FY 2019 • Prior Period Adjustments – Entered in Timesheet on a date before 6/30 • Current Pay Period Charges Entered in Timesheet On or Before 6/30 – If Combo Code is used to specify labor distribution for any day processed during Split Year Payroll or if Combo Code is used for Additional Pay – Note that time entered on or before 6/30 will split between FY 2019 and FY 2020 if no Combo Codes are used for any of the employee’s payroll charges
Split Year – Earnings That Will Post to FY 2019
• Certain categories of Earnings Codes
– Furlough Processing
– Reimbursements
– Retro Earnings Codes
– Settlements and Judgments
– See CTR Memo for list of Earnings Codes
• Be aware of the Posting Dates and establish
EPPA/DEPTE for the pay period if needed.
– For example, BMI posts to 6/30 ⇒ Need EPPA for PPE 7/8 to
redirect charges in LCMSplit Year Funding • During Split Year, funding for FY 2020 charges are not from Payroll Holds • PHs are only used for the Accounts Payable periods
Accounts Payable
Accounts Payable Payroll
• Pay Periods ending 7/20, 8/3, and 8/17
• 2 ways to charge FY 2019:
– Enter Prior Period Adjustment in Timesheet for a date before 6/30
– Use an Accounts Payable earnings code in Timesheet or
Additional Pay
• See CTR Memo for list of AP Earnings Codes (When Available)
• Be aware of the Posting Dates (AP codes = 6/30)
– Establish EPPA/DEPTE for the corresponding time slice
• PPE 07/06/2019 for AP codesPayroll Holds • Payroll Holds are required for all charges – even negative and net $0 – during Accounts Payable • Executive departments need ANF approval for any increases to PHs for Type 1 accounts where the total $$$ encumbered is > $25K • After June 30th, NO NEW PH for BUDGETED FUNDS • If Insufficient Budgeted Funds (including not having PH created prior to June 30) FY18 charges will not paid. Instead, department will be required to process a Prior Year Deficiency funding • Make sure you have enough $$$ to cover FY 2018 charges through Split Year payroll before you encumber the $$$ in a PH
Payroll Holds
• Payroll Holds must:
– Specify 2019 as the BFY and FY in the Header and on each
Accounting line
• After July 1st, if you leave the fields blank, value will default to 2020 on
submission – CTR will reject PH
– Specify a program for federal grants (4CN)
– Specify a unit if departmental budgets are used
– Be unique for the combination of Department / Appropriation /
Object CodeType of PH Exists – Enough $$ PH Exists – Not PH Does Not Exist
Charge Enough $$
Positive PREXP references the PH PRLIF references PRLIF does not reference
and reduces the PH $$$ by the PH – FA reports a PH (but must do so to be
amount of charge show Budget submitted) – FA reports
Tracking as show Budget Tracking as
Encumbrance N/A
$0 PREXP references the PH N/A PRLIF is generated but can
be submitted – FA reports
show Budget Tracking as
N/A
Negative PREXP does not reference N/A PRLIF is generated but can
a PH be submitted - FA reports
show Budget Tracking as
N/A
Ensure that PHs are in place for all AP charges – or account will
be unfunded! PH can be for $0 if charges are net $0 or negative
charges.Reminder: PRLDE & PRLIF Clean- Up • State Finance Law requires that accounts are funded before expenditures are made • All State Accounts must be balanced before end of AP Period
SSTA Reminder: Payable Time Approvals • At the end of AP Period, CTR will Close any Payable Time in “ NA” Needs Approval status for periods in FY 2019. • Departments should not have unapproved time past 3 pay periods.
Deficiency Payroll • Request approval from CTR APB • Transfer $$ to CTR account • Department uses the Deficiency Earnings Codes (D01 – D06) as directed by CTR Payroll to process charges in HR/CMS Payroll – Judy Cole - • CTR Payroll will handle the distribution to CTR account in LCM
Deficiency Payroll Codes D01 Deficiency Regular D02 Deficiency Travel Reimbursement D03 Deficiency Other Pay - Subject to Retirement) D04 Deficiency Vacation in Lieu D05 Deficiency Sick Buy Back D06 Deficiency Overtime Coordinate with CTR Payroll which code is used for payment
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