HRS Coordinators. August 13, :30 p.m. Room 1106/1108, 21 N. Park UNIVERSITY OF WISCONSIN MADISON

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1 HRS Coordinators August 13, :30 p.m. Room 1106/1108, 21 N. Park

2 Agenda Announcement Choice Project Plan Missing SSNs Hiring Internationals Self-Linking Expected Job End Date and Return from SWB C-basis Graduate Student Rates Moving into Grad Season Graduate Assistant Benefits Sessions ETF Interface WRS Lump Sum Calculation TASC Payroll Salary Advance Requests ALRA Counter Review Academic Year Payment Options Reduce Hardcopy Checks 2016 Annual Benefit Enrollment Information Training Update SOD Reports Moving to WED Security and OIM Miscellaneous Agenda

3 Announcement New Director of Employee Services Diane Blaskowski Announcement

4 Choice Project Plan July January (separate document) Choice

5 WED-Missing SSN/ITIN & Birthdate Divisions should be going to the WED and claiming the missing SSN/ITIN s and Birthdate reports, OHR will no longer be correcting these errors. If the employee does not have an SSN or ITIN yet, enter the Empl Id with an additional 0 in front: as the UW Reporting ID and mark this the primary ID. Once an international employee gets their SSN/ITIN, they need to enter it into Glacier. Glacier will update HRS so you don t have to! SSNs for other employees need to be entered into HRS. WED SSN/ITIN 5

6 Hiring International Employees Tips for Hiring International Employees PDF Student Hourlies (Hire directly into HRS) Student Assistants/Academic Staff/Faculty (Hire via JEMS) Glacier Direct Deposit W4 I-9 Employment Authorization Self Linking ( ed 6/29) Hiring international employees

7 Self-Linking The self-linking process is used for employees who have two relationships with the University (student and employee) Students without an SSN will have duplicate netid s and directory entries when hired for the first time unless they Self Link your netid to netid@ohr.wisc.edu and request access to the Self Link module Self-Linking 7

8 Self-Linking After the hire is pushed through without an SSN, you ll receive a Cypress saying: Recently Hired Employees w/ No NetID has been delivered to your Cypress inbox. Generate a Self Linking key for the employee: KB Use Self-Linking module to assist foreign nationals: KB Self-Linking 8

9 Monthly Expected Job End Data (EJED) The Monthly EJED Process is scheduled to run on the evening of 08/14/2015 at the start of the nightly HRS Batch processing and prior to the 8M Payroll s first calculation. It will run every evening during the 8M Payroll and one final time before the final calculation on 08/20/2015. All Non-University Staff employees (ie. Employee Classes: AS, ET, FA, LI, OT, SA) that have an EJED value less than or equal to 08/31/2015 will be terminated. Monthly EJED

10 Return from Short Work Break The RBK Batch Process is scheduled to run on the evening of 08/21/2015 after all nightly HRS Batch processing has been completed. All C-basis employees that were put on a Short Work Break by the SBK process will be returned to active status. The effective date of the RBK will be the first day of the academic year per institution (8/24/15 for Madison). Return from SWB

11 C-Basis Graduate Student Rates in HRS C-basis rates for graduate appointments increase on 8/24/15 A new job processed in JEMS Hire will use the new rate If department/division extends last year s TA/PA/RA appt, the division must add a row to Job Data to increase the rate to the new minimum. Effective 8/24/15 Action: Pay Rate Change Action Reason: Raise to Campus Minimum C-Basis Grad Student Rates

12 Moving into Grad Season Large number of benefits applications, W4s, and ACH forms will be received. Applications without errors will be processed first It will be impossible for OHR to find specific applications so discourage employees or departments from inquiring will be sent to departments asking they make sure the applications are timely, completely filled out, and signed Benefits application forms can be faxed (see slide 33), mailed, or delivered to Suite 5101, 21 North Park (do not send via ) Moving into Grad Season

13 Grad Assistant Benefits Sessions Grad New Employee Benefit Sessions (NEBS) Friday, 08/21/2015 1:00-3:00 pm 21 N Park St Rooms 1106/1108 Monday, 08/24/2015 9:00-11:00am 21 N Park St Rooms 1106/1108 Tuesday, 08/25/2015* 1:00-3:00pm Helen C White Hall Room 6191 Tuesday, 08/25/2015* 3:30-5:30pm Helen C White Hall Room 6191 Thursday, 08/27/2015* 10:00-12:00pm 21 N Park St Rooms 1106/1108 Thursday, 08/27/2015* 1:30-3:30pm 21 N Park St Rooms 1106/1108 Friday, 08/28/2015 9:00-11:00am Babcock Hall Rooms 203/205 *denotes multiple sessions on the same date at different times Resources for Grads: Printable PDF Schedule: OHR Benefits Website: Benefits Walkthrough Tool: Grad Summary Packet: Grad Asst Benefits Sessions

14 ETF Interface Live 8/17 ETF will update after 2 days instead of updating overnight. Essential that applications are completed in full. We will no longer enter applications in HRS until complete. Terminations will hold for 10 days before being sent to ETF. If a rehire is entered you will need to communicate with Madison Benefit Services to request a reinstatement of benefits. ETF Interface ETF Interface

15 WRS Lump Sum Calculation HRS uses a default hourly rate based on average rate for Academic Staff, for the accumulator. Effective 07/01/2015 the updated default rate is $28.15 Used in determining WRS eligibility Historic Lump Sum Conversion Rates: Effective Rate July 1, 2009 June 30, 2014 $24.95 July 1, 2014 June 30, 2015 $27.51 July 1, 2015 June 30, 2016 $28.15 Reference: WRS Lump Sum Calculation 15

16 TASC Transfer Form When is a TASC transfer form needed? Currently enrolled Employee: Transfers to another State Agency Changes pay frequencies University Staff to Unclassified (vise versa) C to A basis appointments (vise versa) *(changes in pay frequencies terminate current FSA accounts)* How is a TASC Transfer form created? Personal Transfer Record Required for Employees transferring to another State Agency (please send a copy to MBS) Notifying us of the pay frequency changes (the A/C Basis notification is VERY important) TASC

17 TASC reminders Please remember to send a copy of all PTR s to Madison Benefits Services to complete TASC transfer paperwork. When a TASC transfer form is completed, a new TASC account is also created. This includes transfers due to pay frequencies (this will not be the case for will remain the same account #) An confirmation from TASC will be sent to the employee who is transferring informing them of the termination/creation of their TASC accounts. New cards will be sent out to employee within 7-10 business days. TASC

18 Payroll Salary Advance Requests Instructions for requesting Salary Advances: Requests for 2015 salary advances are due Friday, August 28, Checks will be available for pick up on Friday, September 11, Employees will be required to show a photo ID and must pick up their checks at 21 N Park St, Suite 5101, Madison, WI Check pick up hours are 8:30am-4:30pm. Salary Advance checks will not be direct deposited. The employee must complete the Salary Advance Request and Payroll Deduction Form found at: This form must be kept at the Division Office for your records. Salary Advance Requests

19 Payroll Salary Advance Requests There are two methods available to request the salary advance: Complete the attached spreadsheet and send it to: ag1@uwsa.edu with Salary Advance 2015 in the subject line, which will go directly to the Support Center for creating a WiscIT Case. Complete the request form located at: which will go directly to the Support Center for creating a WiscIT Case. Please refer to Financial & Administrative Policies #29, III.F for the policy on salary advances: Salary Advances can only be requested for brand new unclassified employees and cannot exceed 35% of the employee s monthly gross pay. Salary Advance Requests

20 ALRA Counter Review The ALRA Counter is used to determine ALRA eligibility. It is also used to determine supplemental sick leave credits. The ALRA Counter should include one count for every month of permanent service. A balance adjustment needs to be done to add in prior permanent service. Examples are: Classified permanent positions (CP) from both University and State. Academic year (9 month) positions. Add 12 counts for every academic year. Adding 12 counts for every academic year coincides with WRS creditable service of 1 year for every academic year. Annual positions with break in service 3 years or less review Greater than 3 years request ALRA counter be zero d out ALRA Counter Review

21 ALRA Counter Review You can see the ALRA Counter in Results by Calendar. To validate the ALRA Counter, review: Job Data ACSD (Adjusted Continuous Service Date) ETF Previous Service (Information can be provided by Madison Benefits) If you feel the ALRA Counter is incorrect, send in a ticket to the Service Center. ALRA Counter Review

22 Academic Year Payment Options Referred to as 9 over 12 Payment Options Thru a Financial Institution Via Direct Deposit Tax Withholding See separate handout Acad Year Payment Options

23 Hardcopy Checks Goal: Reduce hardcopy checks (currently 533) with list will be sent this week to divisions; please forward to departments, as appropriate ACH forms can be faxed (see slide 33), mailed, or delivered to Suite 5101, 21 North Park (do not send via ) Hardcopy Checks

24 2016 Annual Benefit Enrollment Information Department of Employee Trust Funds (ETF) 2016 Insurance Program FAQ s Employer: Group Health Insurance Program: State Employer Dental FAQ: Employee: See UW s Annual Benefit Enrollment (ABE) website at: for Group Health Insurance Program Changes for Important Dates: It s Your Choice Kick-Off Meeting; attended by OHR-Benefits Services: September 24, 2015 Fall Enrollment Prep for Administrators (DEPT & DIV Payroll & Benefits Coordinators) 10/1 & 10/2, register at It s Your Choice Open Enrollment Period: October 5 October 30, 2015 Benefits Fair at Union South October 6, 2015 Annual Benefit Enrollment Info

25 Open Enrollment Sessions Annual Benefits Enrollment Handout Provides dates & times of sessions open to all benefit eligible employees No pre-registration is required Finalized schedule will be shared electronically to Department & Divisions Payroll & Benefits Coordinators Encourage employees to attend sessions early in the month---don t wait! Last day for employees to submit It s Your Choice (fall enrollment) applications is Friday, October 30, 2015 Application must be signed in as received on or before October 30, 2015 Departments & Divisions please immediately forward copies of any applications received to OHR-Benefits Services. Originals should be kept in employees file. Open Enrollment Sessions

26 Benefit Changes 2015 Budget Act 55 Changes for HR/Benefits Removal of Income Continuation Insurance(ICI)/State Group Life (SGL), 6 month WRS Participation Requirement $2000 incentive to Opt Out of State Group Health(SGH) insurance program for WRS participants SGH/ICI/SGL Coverage Effective Date Change to 1 st of Month on or following Event (not application receipt date) Change ICI deferred enrollment period from 30 to 60 Days (FA/AS/LI after 12 months of WRS and annual deferred enrollment) Continuous Service and Sick Leave will transfer to/from UW to State Agencies ICI/Duty Disability benefits may be assigned to pay child or family support or maintenance, or to pay back any support arrearages Benefit Changes

27 Training Update Payroll Payline, JEMS HIRE, & Glacier Training Scholarship/Fellowship Lump Sums August 27, October 22, January 28 Query Library September 17 Funding Employee Jobs In HRS September 29 & November 10 HRS Student Help September 30 Employee/Manager Self Service HR Learning Path Credential Basic Benefits Training Update

28 SOD Reports Moving to the WED SOD Reports are moving to the WED KB HR - WED - UW_HR_SOD Reports (currently under development) The schedule for these SOD reports will be: Weekly: New SOD reports are generated, displaying only new entries with potential conflict Nightly: The WED reports update to display only those EMPLIDs with outstanding, unsigned SOD reports SOD WED reports that will be on the WED: UW_HR_SOD_HR01 UW_HR_SOD_HR02 UW_HR_SOD_PY02 Training of SOD Log Approvers will be held SOD to WED

29 Security OIM Upgrade/Access Requests Supervisor s being suspended Reminder: Submit level of access separate from roles Use templates whenever possible; note which template and any additional roles in justification HRS pages within a security role Security

30 OIM Templates New OIM will allow for template requests Goal is for new templates to be more defined for the departments Opportunity for divisions to separate duties and avoid conflicts Don t forget to request level of access after the roles Msn-Div: Similar to the original divisional level roles. Staff have a variety of responsibilities, including human resources, payroll, and finances. Conflicts will still exist at the division level using this template. Msn-Dept/PR New template for departmental staff responsible with primarily HRS payroll responsibilities. If no modification to template, conflicts will not exist. Msn-Dept/HR New template for departmental staff with primarily human resource responsibilities. If no modification to template, conflicts will not exist. MSN-Dept/HR/PR/FI New template for departmental staff with a variety of responsibilities, including human resources, payroll, and finances. Typically used in a smaller decentralized department where it is difficult to avoid conflicts. Conflicts will still exist using this template. MSN-Dept/SH New template for departmental staff responsible for entry of student hourly jobs. If no modification to template, conflicts will not exist (lump sum payments, as well as July and August 2015 hires, have been removed) MSN-Dept/FI New template for departmental staff with primarily financial responsibilities. If no modification to template, conflicts will not exis MSN-Dept/View Only New template for departmental staff who only view data in HRS. If no modification to template, conflicts will not exist. Templates

31 FYE 2015 Statistics Good News Payroll Funding going to Default/Suspense 2014 Funding going to Default/Suspense M M M 2297?

32 Calendar Review

33 Benefits and Payroll Fax Numbers Payroll-related items (W-4, ACH, Foreign Nat l forms, etc.) Fax# Benefits forms Fax# Backup fax# Fax #s

34 Next HRS Coordinator Meetings Thursday, September 10 Thursday, October 8 Thursday, November 19 No meeting in December Next Meetings