Feinberg School of Medicine FY17 Financial Administrator s Meeting. Date: December 1, 2016

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1 Feinberg School of Medicine FY17 Financial Administrator s Meeting Date: December 1, 2016

2 Agenda FY 17 Updates - FSM Pilot for new security access forms for myhr - FASIS to myhr upgrade Payroll Administration Procedures - Additional pay vs Special pay - Deadlines for approving - ACA payment Kronos myhr reporting

3 FY17 myhr Administration

4 New myhr Security Form The new myhr Security Form combines the FASIS access, FASIS Deployment, Cognos, Vista, and erecruit forms into one. Process of submitting the forms remains the same. Complete the form, have supervisor sign, and submit to Finance and Administration. Finance and Administration will send to myhr Security. New form is currently only available by printable/paper version - m.pdf Fillable PDF version will be available in January. Online version will be available TBD.

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6 myhr FASIS Upgrade Existing systems (Self Service, erecruit, and Administration Production/Reporting) will be unavailable from Thursday, December 8, 5pm, through Monday, December 12, 8am. FSM Deployment Deadline: All funding, journals and approvals due by Tuesday, December 6, 12pm. Any items not fully approved by the deadlines will need to be reentered on December 12 in myhr. Go-live date: December 12, 2016 (link for login will be prior to go-live date). Details about the FASIS/myHR upgrade are available at:

7 Sneak Peek at myhr Self Service Home Page

8 Sneak Peek at myhr Manager Self Service Home Page

9 Sneak Peek at myhr Approvals

10 Sneak Peek at myhr Navigation

11 myhr Demos & Training myhr Self Service Demonstrations - Live Online Sessions (registration not required) Monday, December 12, 1-1:30pm Tuesday, December 13, 9-9:30am Friday, December 16, 10:30-11am Staff Recruiting Overview - Live Online Sessions (registration not required) Monday, December 12, 1:30-2:15pm Tuesday, December 13, 9:30-10:15am Friday, December 16, 11-11:45am In-person Workshop-Chicago Campus (registration required) Tuesday, December 6, 9-10am, Tarry Tuesday, December 6, 3-4pm, Tarry Tuesday, December 13, 1-2pm, Tarry Thursday, December 15, 11-Noon, Tarry 1-730

12 FY17 Payroll Administration

13 Payroll Administration Topics Independent Contractors Residents vs. Non-Residents Prizes, Awards, Honorariums Additional Pays, Special Pays, ACA Payments Faculty Sign-on Bonuses and Moving Expenses myhr useful pages Reports

14 Independent Contractor 1. Is the person an employee or an independent contractor? 2. Is the person a U.S. citizen or resident, or is the person a non-resident foreign national? U.S. Citizen or Permanent Resident Foreign National without Permanent U.S. Residence Employee Engaged as an employee and paid through Payroll Engaged as an employee and paid through Payroll Independent Contractor Engaged as a contractor and paid through Accounts Payable Engaged as a contractor and paid through Payroll to apply the required taxation

15 Employee vs. Independent Contractor Employee Depends on employer for income on a continuing basis Performs services that are controlled and supervised by Northwestern Have been paid through Northwestern payroll in the current calendar year Independent Contractor Northwestern has the right to control or direct only the result of the work Northwestern does not direct what will be done or how the work will be performed If the individual is not in the NUFin vendor table an Independent Contractor Questionnaire must be completed and ed to contractor_request@northwestern.edu. The final determination of an individual s relationship will be made by the HR Compensation division.

16 Resident vs. Non-Resident U.S. Resident Provide contractor with the Vendor Code Request & Contract Services Forms Receive forms & invoice from contractor Obtain signatures: contractor, PI, OSR & FSM Enter on-line voucher for payment

17 Resident vs. Non-Resident Non-Resident Prior to service, provide contractor with the Payment Packet for Nonresident Independent Contractors Contractor brings completed required forms to Northwestern on the first date of Completed forms can be sent in advance Obtain signatures: contractor, PI, OSR & FSM on the Contracted Services Agreement for Nonresidents Form

18 Resident vs. Non-Resident Non-Resident (cont.) Completed packet of forms and any other required documents should be brought to Payroll for processing If time allows a check can be cut and available for the contractor on the day of completing their work (5 day turn around for check once all paperwork is submitted) The department should schedule an appointment for the contractor to meet with Tanisha Kennedy in Payroll by phoning to present all payment and immigration forms when they arrive

19 Resident vs. Non-Resident Non-Resident (cont.)

20 Resident vs. Non-Resident Links Independent Contractor Questionnaire: Contracted Services Form for U.S. Residents: Payment Packet for Nonresident Independent Contractors: Independent Contractor/Employee Questions:

21 Paying Prizes, Awards, Honorariums Prizes, Awards, Honorariums U.S. Residents Non-Residents In Payroll System (paid within calendar year) Not in Payroll System Including unpaid students Complete Payment Packet for Non-Resident* Additional Pay or Special Pay Online Voucher DPR

22 Prizes and Awards Award: An award is a payment to an individual who meets criteria for the payment through participation in a public event in which a distinguished work or work history is submitted for recognition. The award may be given upon nomination, as the result of a contest, or upon application for sponsorship as through a grant awarding process. Prize: A prize is a payment made to the winner of a competition or contest. The value of the payment and the form of the competitive work product, if work is required, are announced at the beginning of the competition or contest. Prizes for students that are awarded based on their student role should be paid through accounts payable.

23 Honorarium Honorarium: A payment to confer distinction or to express respect, esteem or admiration for the recipient is an honorarium. Honoraria are normally given instead of reimbursing expenses to a distinguished guest participating in a special academic event sponsored by a school or department, but they may be considered compensation for a special project by those already paid through the university payroll.

24 Additional Pay vs. Special Pay Who? What? How? When? Additional Pay Current Active, Paid Employees. Pay groups: MOF, MON, NMF, ITS, BIR, MGW* Temporary assignments, recognition bonus, award, prize, honorarium, research subject fees, supplemental payments, incentive comp Entered online in myhr** then paid through direct deposit Please see additional pay calendar on monthly calendar sent out by Finance and Admin Special Pay OTH and BIT pay groups, termed employees with service dates after termination deadline, temp employees, non employees who have been paid within the calendar year through payroll Honorarium, non-employee research subject fees, speaker s fee, student award, curriculum developer, note-taker, student mentor (only for preapproved education pool) Submitted on special pay form and sent to Finance and Admin, then sent to payroll and paid via direct deposit Paid on biweekly pay dates

25 Additional Pay Account Codes NU Faculty NMG Faculty NU Faculty Incentive Comp Faculty, Staff, Student Research Subject Fee Staff Student

26 Non-Exempt Additional Pay

27 Exempt Additional Pay

28 Selecting the Correct Job Record and Account Code Click on the magnifying glass to see the records available* Make sure to pay on the correct record Only the account codes available for that record will prepopulate on the request page by clicking on the magnifying glass

29 What to Upload with Additional Pays? Sponsor Justification Form Graduate Student Request Form 90 Day Memo Kronos Time Sheet All add pays charged to a sponsored chartstring Except research subject fees* All add pays for grad students over $600 Except research subject fees All add pays over 90 days from the earnings start date Biweekly staff for any earnings code Gross Up Estimator Other Documentation Currently not available Will be needed for all grossed up add pays Preapprovals for staff Any backup related to the payment

30 Understanding Workflow Once the additional pay is submitted, it is automatically routed to workflow. You can track the status of approvals at the bottom of the add pay request page. You can see who has approved and who s worklist the additional pay is currently sitting in. By clicking on Multiple Approvers you can see who the approvers are for that level of approval. You should only contact School, Compensation, FSM Compensation, OSR and ASRSP approvers if the additional pay is not approved by 5pm on the School approver s deadline.

31 Preapprovals for Regular Staff Additional Pays For all regular staff (pay group BIR and MON) HR Compensation and FSM Compensation must approve for the following payments prior to submission: Awards Bonus Incentive Comp Bonus Supplemental Payment Temp Assignment Preapprovals should be uploaded as a Other Documentation on the Additional Pay Request page in myhr. FSM Preapproval Contacts: HR Compensation: Annette Czech FSM Compensation: Kathleen Dunne Balducci

32 Important December Payroll Deadlines Tuesday 12/6 All journals, funding, additional pays must be entered and have departmental approvals no later than noon Wednesday 12/7 Due to myhr upgrade, all journals, funding, and additional pays must be fully approved by 5pm or they will be deleted Additional pays approved on this date will be paid on the 12/15 adjustment run Monday 12/12 and Thursday 12/22 Departments must have entries and departmental approvals in no later than noon School approvals must be in by 5pm Biweekly additional pays approved on 12/12 will be paid on 12/22 pay date Monthly additional pays approved on 12/22 will be paid on 12/29 pay date Tuesday 12/27 School will be closed. Deployment deadline for payroll office and FASIS Early Deployment Deadlines Please make sure to follow FSM s monthly calendar for the FSM Deployment Deadlines

33 Additional Pay Deadlines FSM deadlines are sent out monthly. FSM deadlines are different than HR, Payroll, and FASIS deadlines. If you are not on the payroll listserv that receives the monthly calendars, please contact Jenny Bynes,

34 Paying Research Subject Fees Student Complete on an Add Pay form and submit to Finance and Administration Faculty/Staff Complete online in myhr Unpaid Appointment Non-Employee Complete on a Special Pay form and submit to Finance and Administration If paid within the calendar year through myhr, pay on Special Pay form If it is set up as a vendor, or has not been paid through payroll, pay through Online Voucher

35 ACA Payments In order to be compliant with the Affordable Care Act, hours must be tracked for all individuals that have an unpaid, active appointments performing work outside of the approved special pay services. Anyone working 30+ hours a week are eligible for ACA benefits. The only special pay approved services are: Curriculum Developer Honorarium Non-Employee Research Subject Fee Note-Taker Speaker s Fee Student Award

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37 ACA Payments ACA Payments are handled on a position appointment form. These forms need to be the prepopulated forms printed from myhr. If the unpaid, active appointment falls outside of your department, you need to reach out to the department that holds the appointment to have them print the forms. To determine the hours worked, please see the ACA Calculations Worksheet on HR s website.

38 Position/Appointment Form: Appointment Side 5

39 Position/Appointment Form: Appointment Side

40 ACA Resources Decision Hiring Tree: Calculations Worksheet: ACA Appointment Form Instructions: FAQ Regarding Value PPO Coverage: How to Print Prepopulated Appointment Position Forms:

41 Sign-on Bonus or Forgivable Loan? The offer letter will dictate if a sign-on bonus or forgivable loan should be issued. Sometimes the terms are used interchangeably. Sign-on bonus and forgivable loans are two different kinds of agreements and payments. Sign-on bonuses are issued for the agreed upon amount without any repayment terms and is paid through Payroll via additional pay Forgivable loans include terms of forgiveness each year over a set number of years. Includes a promissory note agreement. Mainly used for recruitment and retention. The entire amount of the loan is issued to the faculty through accounts payable. Forgivable loans are taxable additional employment compensation. Requires routing and approval form signed off by chair or department administrator, Vice Dean of Academic Affairs, the Provost and Legal to start the process and before a promissory note is completed. Please contact Marsha McClellan for the form and instructions on set up and payments.

42 Kronos Remind non-exempt employees to enter their time and supervisors to approve each pay period. Assign backup personnel for supervisors so timesheets can be approved during a supervisor s absence Exempt staff are required to enter vacation time on a monthly basis and must be approved by a supervisor.

43 General Job/Salary Pages: Appointment Overview Main Menu> Faculty and Staff Information> Appointment Overview Appointment Overview provides a snapshot of all of an individual s appointments at Northwestern, combining the most relevant information from numerous other FASIS pages, such as Job Data, Position Data, and Personal Data. Appointment Overview can be used to search any active and terminated Faculty, Staff, and Non-Employee records within the department ID you have access to. If the Faculty, Staff, or Non-Employee have multiple appointments, you will be able to see all of that person s appointments within NU, as long as you have access to one department ID.

44 General Job/Salary Pages: Current Salary Under Appointment Overview, you can navigate to the Current Salary page by clicking on Salary Information. Annual Rate is the base salary for each record. Actuals+FY Enc are the employee s fiscal year-to-date earnings plus encumbered funds for the fiscal year. This amount will include IC paid on the NMG record only. NU records will not include IC. Pre-Enc are the funds that are not encumbered no funding entered in position funding.

45 General Job/Salary Pages: Job Summary Main Menu> Workforce Administration> Job Information> Review Job Information> Northwestern Job Summary 1. Enter the Employee ID or name (Last,First) 2. Click on Nw Job Summ2 for more detailed information Shows pay group and status of all active and terminated records

46 myhr Reporting

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48 Questions?