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Payroll User Group MeetingSeptember 12, 2018State Retirement Board Salary Request Form Mary Grace RunciOverviewThe MSRB Salary Request Form is frequently not filled out properly and this causes delays in the processing of members retirement applications.Lack of response is an issue.Timely completion of the form is essential.Sections With No Information or Incomplete InformationLeaves of Absences (without pay): date rangesSection(s) for Worker’s Comp/IA: dates listedPart-time percentage(s) and from/to datesDifferential information: no information or incomplete information provided; amounts not provided per calendar year; HR/CMS codes, but not title of the differential (which MSRB cannot work withInformation about the preparer: email, phone, cannot read nameEffective dates of salary rates that are not correctMSRB sometimes receives two different date ranges for the same salary rate, or the same date range with two different salary rates.Not Receiving the actual effective date of a retroactive salaryMSRB routinely receives only the date it was first paid but we can see the retroactive amount coming through on the deductions.Time Off PayrollWhen an employee has a lot of time off payroll, MSRB needs an accounting (like an NOP report) of the number of hours off the payroll, something that is summed up with a total. (MSRB sometimes receives pages of NOP/Suspension hours, but no total number of those hours, so we have to add them up ourselves, which could lead to incorrect amounts)QuestionsCreditable Service Requests (buyback) – why it takes so long? There have been tremendous backlog because they have to review eligibility and it takes time.How do you handle unpaid Military Leave? – We need a copy of the orders from the department; and when the person returns, we need DT214 (active duty form). These employees get full credit, but we’re chasing them because we’re not getting the paperwork. Active duty trainings do not count.Does day or two of NOP or suspension have to be reported? – Suspension does not get retirement credit – we need to know every suspension day. More than 30 days of leave of absence – please report it.Part time service credit in the 70s and 80s – do they receive full time credit? Board has to give the best calculation – all part time service prorated at a full time equivalent salary or full time service prior to 1/29/1993 at a part time salary? 99% of the time all part time service prorated at a full time salary will give you better calculation – better monthly benefit – not going be closer to the 80% but all part time service might be 63% but is 63% at a higher salary vs. 70% at a part time salary – calculation is complicated.Mass4You – Your Employee Assistance Program Adam Mintz Benefits and EligibilityDo not need to be a GIC Member; is available to everyoneSubstance Use Disorder (SUD) Helpline 1-855-780-5955Dedicated GIC# 844-263-1982Website – Mobile App – myliveandworkwellServices for Employee AssistanceUnlimited, 24/7 access to Master’s level specialistsPersonal consultation and referralMental health and substance abuse issuesNavigating work and life:Child and elder careConvenience servicesRelationship and life changes: separation, divorce, remarriage, birth and adoptionFinancial and legal issuesWork ChallengesBenefit NavigationGuides individuals to other health and wellness benefitsAccess via phone and onlineImmediate Access to help or referrals to in-person counselingTotally ConfidentialLegal, Mediation and Financial ServicesLegalOne 30 minute telephonic or in-person consultation per issue per year – no costOngoing representation by an attorney at a 25% discounted rateMediationOne 30 minute telephonic or in-person consultation per issue per year – no costAccess to professional mediator(s) and ongoing representation at a 25% discounted rateFinancialThree (3) financial well-being visits (no time limit) – no costFinancial Well-Being CenterSelf-directed learning moduleFinancial Assessments CalculatorsTelephonic access to credentialed financial professionalsSubstance Use Disorder (SUD) HelplineMass4You includes a dedicated Substance Use Disorder Hotline leveraging Optum’s nationwide capabilities at 1-855-780-5955ConfidentialRespect for caller privacyArrange for immediate clinical evaluations for members ready to engage in careSupport for parents, family members and Website DemoWebsite Access Codes (not case insensitive):Member portal – Mass4YouThrough you can:Obtain EAP Authorization for 3 In-Person Counseling VisitsSearch for a ProviderReceive Tele-EAP (or Virtual) SupportAccess Articles, Trackers and ToolsComplete Self-Paced TrainingsMyliveandworkwell Mobile ApplicationTo access the myliveandwork well mobile app, members should use the access code: Mass4YouQuestionsIs there a cost to the agency regarding training? Generally, no. Examples of paid training that is offered? Team building; customer service; conflict resolutionHow is it being paid? Funded through the state – nothing comes out of the individual agencies’ pockets.Can you come to Adam Vinck for questions? Training related question, then yes. Call toll free number for general questions.March of DimesStephen SycksHealthy Moms. Strong Babies.March of Dimes leads the fight for the health of all moms and babies.Mom and babies are facing an urgent health crisis.The US has one of the worst rates of maternal death in the developed world. African American women are significantly more likely to die1 in 7 women are treated for depression sometime between the year before or after pregnancy. Over half of the cases of postpartum depression go undiagnosed.Women of color are up to 50% more likely to give birth prematurely. Their children can face a 130 percent higher infant death rate.Premature birth and its complications are the largest contributors to Infant Death in the US and globally.Massachusetts8.7% Preterm Birth Rate2017 Premature Birth Report Card – Grade BCounties with the greatest number of births are graded based on their 2015 preterm birth ratesBristol County – Grade B (8.2%)Essex County – Grade B (8.7%)Middlesex County – Grade A (7.8%)Norfolk County – Grade A (8.0%)Suffolk County – Grade B (9.2%)Worcester County – Grade C (9.3%)We Won’t Stop Fighting. Every day we are:Advocating for policies that will protect themEmpowering families with tools to have healthier pregnanciesPioneering research to find solutionsSupporting radical improvements to the healthcare they receiveUniting communities to build a brighter future for us allMarch of Dimes Has an 80 year Legacy of Impact and InnovationPioneered vaccine research leading to the eradication of Polio in the U.S., one of the great scientific achievements of the 20th centuryLaunched the nation’s first Prematurity Research Centers dedicated to solving the mysteries of premature birthLed the advocating for state implementation of universal Newborn Screening for rare but serious conditions, leading to earlier life-saving treatment and intervention for at least 3,400 additional newborns each yearAdvocated for folic acid fortification in the U.S. and leader of a Folic Acid public education campaign, contributing to a reduction of neural tube defects in newborns of 30%Together, we can empower every mom and familyWith 4.4 million confirmed pregnancies a year, March of Dimes mission is relevant to ECC Tim PalmerA. COMECC 2018 Results$586,798.94 total pledged2,452 total pledgesRoughly 2% total participationDepts with the highest percentage participation:Office of the Attorney General – 51.4%Office of the State Auditor – 23.7%Board of Library Commissioners – 12.5%Depts with the highest pledge amounts: Higher Education - $242,767.00Administrative and Finance - $45,537.58Health and Human Services - $42,496.26 Agencies within Depts with the highest pledge amounts: University of MA Medical School - $197,416.00Dept of Transportation - $34,14.50Dept of Revenue, Tax Administration - $25,952.58What Can You Do to Help in 2019?Talk to people about COMECCIdentify opportunities in your agency and others:All-staff meetingsTraining eventsAny other event where employees gatherPoint people to If every Commonwealth employee donated $1 each week, we could raise $6,000,000.00Metro Credit Union Mary HollandMetro’s CommitmentCredit Union for State EmployeesOnce a Member, Always a Member2 Dedicated Officers for the State:Mary HollandMarsi StojaDid You Know…My Credit Score is now available in online banking.Retirement Loan for MA State Employees:8.00% APRBorrow up to $10,0006 month termInterest only for the first 5 monthsService in Our CommunitiesInversant – believes that higher education is attainable for all, regardless of income. Metro works with Inversant assisting families with college savings. Inversant partners include Boys and Girls Club of Boston, Boston University Upward Bound, City of Chelsea, etc. CONNECT – a financial opportunity center, assists clients at every step of their journeys to financial stability. Metro and five other organizations bring services to CONNECT clients under one roof.Free Lunch and LearnsMetro offers complimentary on-site Lunch & Learn Seminars. This is a great opportunity for your employees to hear valuable information on a wide range of financial topics. Seminars can be tailored to fit your company’s needs, time schedule and employee ics Include:On Track: How to manage your checking accountFiscal Fitness: Money management & budgetingDealing with DebtUnderstanding your credit scoreHome buying processComing Soon2019 HR/CMS Pay stateWe Empower you to reach your goalsMary Hollandmholland@877-MY-Metro x3504SMART Plan Agenda Rob YoungTermination DatesTimingNot immediate when you enter termination date; need to wait full cycleCould be up to 3 to 4 weeks or even 5 weeks before you get moneyFull Termination vs. Termination with PayWe do not get Termed with Pay employeesRemember to fully term employees Terminate all jobs960 EmployeesThese employees are not retired; and therefore, should not be receiving their money.Talk to Rob if there are questions regarding whether these employees can or should be receiving their moneyIf you work in a private sector after retiring from State, then this has no affect and can receive your money.What happens if an employee has been termed and then comes back in 2 years? Smart Plan does not know if the employee came back and will still have access to their money. But if the employee starts deducting money into Smart Plan, then there’s a rehire date and employee will no longer have access to their money. Special Catch Up Do not raise limit in HR/CMS until you have authorization; need something in writing.Accelerated CodeWhen a participant elects the Special Catch-Up provision, a “Catch-Up” indicator is displayed.Employee must have this approval before participating in Special Catch-up, including Sick/Vacation pay deferrals.Enter amount and number of eligible years in the Savings Management Panel.Deferral End Date and AmountInsert Calendar Year row for each year that appliesFor example, end date of 12/31/2018 requires a row for calendar years 2016, 2017 and 2018.AmountCombined 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.The adjustment amount for Special Catch Up 2018 is $18,500.Plan Service Center AccessSecurity Issue – Don’t Share PasswordsIf an employee has left, please delete them.New Payroll UsersContact OSC: Felicia Hopkins@ to receive monthly payroll filePlease contact SMART Plan for any questions including terminations: SMART@Empower- Commuter Choice – Transit and Parking Jasmine ShamerReminder of New Benefit Strategies WebsiteOur website address has not changed, still the same: but it looks different, fresh look, more color, personalized and user friendly. Make sure to click on the blue Client Links button at the top of the home page and then click on the Commonwealth of MA logo.The rest of the page should look familiar.Members will either click on the QTBP Participant Login button if they wish to access their member portal or click on the Election Change button if they wish to enroll or make changes to their Transit/Parking benefits.Stats as of 9/7/2018There are the same 186 members with more than $500 in their commuter transit or parking account, in total $137,163.90 (which has gone down since June 2018 where it was $145,333.69).Transit and Parking CalendarsPlease keep in mind that Sept 2018 has 3 pay periods, and that Transit and Parking deductions are only taken out from 2 paychecks each month.10/5/18 check will have neither TRN or PRK deducted10/19/18 check will have TRN deduction for Nov benefit month11/2/18 check will have PRK deduction for Nov benefit monthHR/CMS Cheat Sheet CalendarSuggested tip – if you’re looking or using the HR/CMS payroll calendar, mark the Transit deduction with “T” and parking deduction with “P” and when a deduction is not taken, mark it differently.Contact InformationJasmine Shamer – Dedicated Account ExecutiveNew Email: Jshamer#Direct Line: 603-647-4666 x1159Fax#: 603-647-4668Website: Phone number for employees: 877-353-9442Email for employees: Info@CTR Training and Help Desk Manager Jess CogswellWho Do I Call?Questions about HR/CMS, Luminist, DocDirect, CIW and Commonhelp – 866-888-2808Commonhelpservicedesk@massmail.state.ma.usQuestions about MMARS/LCMComptroller’s help desk – 617-973-@state.ma.usDepts who subscribe to ESC (Employee Service Center)MassHR Employee Service Center – 617-979-8500MassHREmployeeservicecenter@state.ma.usComptroller TrainingThe Comptroller’s Office offers a variety of hands-on classes and other learning opportunities to State Employees. Visit our Training page for the course catalog and schedule.Upcoming ClassesFraud Awareness & Prevention – 9/27/2018HR/CMS Fundamentals – 9/20/2018Foundations of Payroll – 10/4/2018Labor Cost Management (LCM) – 9/18/2018Intro to HR/CMS Payroll Warehouse – 10/16/2018Intro to LCM Warehouse – 10/30/2018Training classes that can be requestedSelf Service TrainingIndependent departmentsRefresher trainingCombo Code trainingCustomized trainingRegister for TrainingComptroller Intranet under Web Services sectionTraining Registration Link Hackett Top Performers Kevin McHughCommonwealth a Top Performer in Payroll Access for Every EmployeeSelf Service Pay Advices; W-2 Forms; 1095C FormsConsent to Suppression of Paper W-2 and 1095 FormsUpdate Direct Deposit and Home AddressTime and Attendance to 95% of the workforcePercentage of payments and pay slips distributed electronicallyTop performers – 91.5%Peer Group – 78%Root Cause of Payroll Errors78% of payroll errors are traceable to one of the following:Time-reporting errorsHCM data entry errorsPayroll data entry errorsTermination payment errorsAbsence & leave management errorsSystem configuration errorsTips for reducing payroll errorsAutomate and audit each stepConduct a root cause analysisAddress the largest issuesGetting Results – Always room for improvementAutomated many of the manual processes; adding Reimbursements next monthWe created and shared root causes and continually educate users on prevention and early detectionRoot Causes of Time Reporting ErrorsTime mistakes are the leading negative influence on payroll accuracy rate52% of time reporting errors are attributable to:Missing timeIncorrect leave/vacationIncorrect regular hoursTips for reducing reporting errorsAutomate the time collection processAutomate and integrate schedulingApprove time dailyKnowing the problem has helped reduce future errorsSend reminders and notices of issuesFix leave issues as they are uncoveredPayroll Inquiry Resolution RatePercentage of payroll inquiries resolved within 24 hours74% Top Performers49% Peer groupTips for Improving the payroll inquiry resolution rateFocus on the right skillsLeverage technologyImprove accountabilityPayroll Reminders Kevin McHughCommonwealth Compliant with ACAFull Time: ACA > 30 hours week – 98%Commonwealth also covers 3500 employees not ACA full timePayroll ReconciliationMust be completed prior to payroll processingWill prevent errors from being processedWill identify errors for correction in a timely mannerHR/CMS Knowledge Center contains job aids, resource documents, tips and remindersAdditional training and support available from CTR Statewide Payroll Team and Department Assistance BureauAutomated processes utilizing SQLs from Commonwealth Information WarehouseCommonhelpCorrection Mode RequestsThe correction mode policy has become much more restrictive to maintain proper audit trail and good internal controls.Correction mode will only be used when the entry affects an employee’s compensation, creditable service or GIC status.Every effort should be made to confirm appropriate data entry into HR/CMS before competing actions.Continued requests for corrections based on data entry errors will result in revocation of HR/CMS security.The DSO will not be able to request reinstated access until the core user attends mandatory HR/CMS training.Proper method to correct data entry errorsCorrection mode is not to be used for cosmetic errors. Most errors can fixed without correction.If you enter an incorrect effective date on Job Data, enter another line with the same effective date and the next effective sequence.If you terminate a leave plan or pension plan before the end of the pay period, enter a new line and activate it the following day.Additional PayAdditional Pay should not be used for regular wages – additional pay is used for certain recurring payments and periodic one-time payments.Whenever possible, payments should be made through timesheet.When entering additional pay, core users should not populate the goal balance field. This field is system generated. Matching the Goal Amount and Goal Balance will prevent the payment from processing.To end an Additional Pay entry, core users should not uncheck OK to Pay or enter zero amounts in the earning fields.Ending Additional Pay EntriesWhen it is determined that an additional pay entry (either one-time or recurring payments) should be not be paid, there are multiple ways for a core user to end these payments:For example, you have a recurring payment to an employee for additional hours for a define period of time (15 hrs @ $35/hr for 9 weeks – you can enter the same amount in goal balance and goal amount or Enter an end date in the prior pay period.Hires and TerminationsEffective dates of hires and terminations effect an employee’s compensation as well as their creditable service and GIC status.Checklists are available for Hire, Termination with Pay and Final Term.All new hires are set up with a Hire Checklist.Effective DatesEffective dates are extremely important!!SSTA conversions need to be future dated (Sunday of the next pay period).Reports To changes need to be future dated (Sunday of the next pay period).Schedule changes need to be future dated (Sunday of the next pay period) and should never be retroactive. This will cause the employees previously reported and paid time to recalculate and over or under pay the employee.Multiple Time Reporter Data changes in a pay period can prevent an employee from being paid.Mass State Employees Retirement CapCommonwealth employees hired after January 1, 2011 are subject to a cap on the amount of compensation that the can considered for purposes of benefits under the Massachusetts State Employees’ Retirement System (MSERS).Under provisions of state law, the cap on the amount that is considered “regular compensation” for purposes of retirement contributions and for the calculation of a retirement allowance is currently set at 64% of the Federal Limit under U.S.C. 401(a)(17) and that limit is $275,000.For the 2018 calendar year limit on regular compensation under G.L. c.32 is $176,000. CY2018 Contribution Cap is $18,760 ($146,000 x .11; $30,000 x .09).Departments must review and work with CTR for employees who may be in excess or close to reaching the cap.End of Accounts Payable“AP” earning codes were removed from HR/CMS.Dates prior to 7/1/2018 will not be accessible in Timesheets.Deficiency PayrollPrior year payments are authorized expenses that were incurred in a prior fiscal year but the Department did not recognize that these expenses were incurred or the expenses were recognized after the end of the accounts payable period.Department’s current fiscal year account is charged back by the Office of the Comptroller in order to support the expenditure.CTR APB Contact is John Newell #617-973-2658.Steps:Request to CTR APB for approvalTransfer $$ to CTR accountDept enters Prior Year Deficiency (PYD) code in HR/CMS payroll for current FY chargesBased on information from department, CTR payroll processes cross departmental rule and labor distribution to charge CTR account (EPPA/DEPTE/DEACC)Procedure to Request Access to DUA Online System Email requests to the Statewidepayroll@massmail.state.ma.us and an UI Online User Profile Designation Form will be sent to you. The form will be made available at the CTR website soon.Please have the form completed and signed. The form must be signed by an authorized signatory.Please scan the form and email it to us at statewidepayroll@massmail.state.ma.us or you may fax it to our attention at 617-727-2163. Please do not forward the form to DUA. Doing so will result in a delay of the user obtaining access to the system.Upon receipt of the form, we will enter the information into the system and a password link will be emailed to the user. Please note that the password link is only good for 96 hours. If the link does not get activated within 96 hours, please email us and we can re-send the link. ................
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