HRS Coordinators. June 9, :30 p.m. Room 1106/1108, 21 N. Park UNIVERSITY OF WISCONSIN MADISON

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1 HRS Coordinators June 9, :30 p.m. Room 1106/1108, 21 N. Park

2 Agenda Payroll Update Payroll deadlines EMPL ID on forms International identification Communities of Practice (COP) update Payroll Learning Pathway feedback Learning Pathways - Update IFSS Updates Optional Practical Training (OPT) I-9 update HR Updates Student wage increases Benefits Services Updates Late term entry Prepay update ebenefits update Grad NEBS training Security HRS Upgrade Attestation

3 Payroll Updates

4 Payroll Deadlines W4, Direct Deposit and General Deductions Monthly Payroll: 2 nd Friday of the month 6M (6/10/16) Biweekly Payroll: Last business day of the pay period 6A (6/10/16)

5 W4 and ACH FORMS Do not send W4 and ACH forms without Employee IDS on the forms. Do not send W4 and ACH forms for employees who are not yet loaded into HRS. Payroll Services Fax: (608) Ph: (608)

6 International Identification Internationals on payroll must be identified, either during JEMS entry or via the W4. This ensures internationals receive a Glacier account. Glacier is an online tax compliance system used to determine tax status and taxable rates for income paid to foreign nationals (non-us Citizens)

7 International Identification Identification for Foreign Nationals via JEMS FNL (generic visa type) populates to HRS visa screen when the foreign national checkbox is selected during the JEMS hiring process. Once visa type and paid appointment entered into HRS, individual receives a Glacier account.

8 International Identification W4 identification for employees not identified in JEMS (e.g. Student Hourly employees) FNL visa type manually entered at OHR upon receipt of W-4 form indicating individual is not a U.S. citizen:

9 International Identification Without Glacier, foreign nationals may be taxed incorrectly, in rare circumstances, internationals may be undertaxed. In these cases, OHR will work with Division and the foreign national to collect the tax. Divisions are responsible for uncollected taxes and any taxation penalties incurred.

10 Communities of Practice Update

11 HRS Learning Pathways Human Resources Payroll Benefits Time and Labor Finance Payroll Intro to Payroll, Payroll Options, Addresses, Earnings Statements Setting up a person (tax processing, ACH, deductions) On Cycle Payroll (Review Paycheck, WED, Calendar & Deadlines, Edit Report) On Cycle Payroll (Add l pay, Retro Pay) Off Cycle Payroll Processing Payroll Paylines Tax Renewals, Review Process, Tax Forms Check Corrections, Missed Payrolls, CYE Timeline Work Study FICA Terminations Reports Foreign Nationals, Glacier 6/14/2016 University of Wisconsin Madison 11

12 Employee Life Cycle New Employee Acclimated Employee Experienced Employee Subject Matter Expert Order of learning pathway Learning terminologies Learning technologies Learning role and responsibilities Transactional Overwhelming Knows terminologies Proficient with technologies Understands role and responsibilities Understands context Starts taking on more responsibilities Starting to learn advanced skills Mastership of technologies Policy and context becoming subconscious knowledge Able to train and coach others Technologies and context domain expert Experienced in training and coaching others Starts considering next career step SME expert for testing of pilots(gpn CoP) Training modality Web based Manuals ILT Keeping all the Learning Pathways in Mind 6/14/2016 University of Wisconsin Madison 12

13 IFSS Updates

14 International Students (F-1/OPT) International students are F-1s Once they graduate, they can apply for 12 months of optional practical training (OPT) STEM grads are eligible for an additional 24 months of OPT for a total of 36 months of OPT

15 Optional Practical Training (OPT) OPT is an employment benefit for F-1s who have maintained their status Employment must be related to their field of study Allows for paid or unpaid employment Student must work with their International Student Services office to get appropriate documentation (may not be UW-Madison) Student must submit I-765 form to USCIS within appropriate timeline to obtain EAD

16 STEM Extension Overview Once initial 12 months of OPT expires, only STEM grads can apply for a 24-month OPT extension Time cannot be split into smaller increments Twice per lifetime STEM degree must have been earned within past 10 years All employment must be directly related to the STEM major used to apply for extension Eligible STEM majors found at

17 Eligibility for STEM Extension Must be in lawful F-1 status Currently engaged in OPT directly related to STEM major Current OPT EAD card has not yet expired Have a job OR a job offer with an employer in good standing with E-Verify system (UW is an E-Verify employer) Must be paid position for STEM OPT

18 Applying for STEM Extension File I-765 with USCIS 90 days prior to current EAD card end date and absolutely no later than EAD end date USCIS must receive application in this time Automatic extension of employment authorization up to 180 days beyond EAD end date while STEM application is pending Expired EAD card & STEM receipt notice as proof for I-9

19 STEM Overview Authorized for full-time employment More than 20 hours/week May not accrue more than 150 days of unemployment over 36 month period UW-Madison ISS interpretation: No more than 60 days of unemployment over 24 month period (contradiction in regulatory language) The student should consult with his ISS office Must submit I-983 Evaluation every year to ISS Must report to the student s ISS office every 6 months (may not be at UW-Madison) In addition to reporting changes in the training plan within 10 days

20 STEM Employer Responsibilities Form I-983 Training Plan Initial submission One year evaluation Final evaluation Material changes/deviations out-of-cycle Employer must report employment termination to student s school (may not be UW-Madison) within five (5) days if termination is prior to STEM EAD end date

21 I-983 Training Plan Form I-983: 6/I-983.pdf Form I-983 Instructions: 6/i983Instructions.pdf Study in the States STEM OPT Hub:

22 Required information on I-983 The following information is needed for the I-983 Training Plan The University s address in Section 3 should be 21 North Park Street, Suite 5101, Madison, WI Our EIN (Employer Identification Number) is Our NAICS (North American Industry Classification System) Code is The University has 21,000 employees. Section 4 should be signed by the Department Chair or Center Director. Read what they are signing. Section 5 should be completed with the Department specific information. Read what they are signing. Section 6 should be signed by the PI or supervisor.

23 Contact Information Caity Dawson, International Student Advisor International Student Services 217 Red Gym Jennifer Taylor, Director International Faculty and Staff Services 21 North Park Street, Suite

24 I-9s Federal law, just like ACA and FLSA. Employee must complete Section 1 on or before the first day of work. Employer must complete Section 2 by the third day of work. As applicable, Employer must complete Section 3 by the first day of the rehire. As applicable, Employer must complete Section 3 by the date the current immigration documents expire.

25 Penalties for Failure to Comply Civil penalties UW responsibility Up to $16,000 per violation Up to $16,000 per employee Criminal penalties Personal responsibility Up to $3,000 per employee Up to six months in prison

26 Compliance Issues I-9s are not completed timely. Not by the employee. Not by the employer. I-9s are not completed accurately. Not by the employee. Not by the employer. Employees are knowingly permitted to work when the I-9s are not completed timely and accurately.

27 Efforts Taken by OHR to Improve Compliance Working with Michigan State and University of Michigan to see how they improved their compliance. Developing a business plan to improve the UW s compliance based on new information. Providing monthly and specialized trainings on I-9s for our users.

28 Next Steps for HRS Coordinators Work with units to make sure I-9 documentation is complete and accurate. Urge the I-9 users to attend I-9 trainings. Randomly audit current hires to see if the I-9 was done and done correctly.

29 Contact Information Jennifer Taylor, Director International Faculty and Staff Services 21 North Park Street, Suite Melissa Jesse-Steffner International Faculty and Staff Services 21 North Park Street, Suite

30 HR Updates

31 Student Hourly Rate Increase Chancellor announced new minimum wage for Student Hourly employees effective 9/1/16 OHR will work with Service Center on mass upload for active SH appointments effective 9/1/16 Divisions can manually increase rates prior to 9/1/16 (won t be part of upload) Continue to use job code only

32 Benefits Services Updates

33 Prepay Updates If their appointments are still active and the insurances have not been termed, these employees will automatically be set up in Benefit Billing and invoices will be mailed the week of 6/14/2016. If the employee job data is not correct, and the appointment should be terminated, please work with your HR Office to have Job Data updated by Friday 6/10/2016. After 6/10/2016 no retro terminations will be permitted and terminations will need to be entered effective the date of discovery. NOTE: UW Madison is already out of COBRA compliance on any retroactive termination!

34 Prepay Update Summer prepays are intended to continue an employees benefits through the summer if the employee has ended the Spring appointment and continued into a summer session with no 30 day break; benefits will continue until the end of the summer session appointment. The Spring appointment needs to remain on a SWB and end the same date as the summer session. (Spring appointment is responsible for prepays/benefits) The employee has indicated that he/she will be returning in the fall to another appointment and has been put on a SWB. If the employee does not have a summer session or is not intending to return in the fall, benefits should not be continued. Administrative Policy: en30.pdf

35 ebenefits ebenefits It s Your Choice website overview and resources training coming in July Please provide updated ebenefits contacts to Jennifer Wissmiller at Jennifer.wissmiller@wisc.edu Our goal is to have as many departments/divisions utilize ebenefits as possible for open enrollment 10/17/ /11/2016. New hire ebenefits is targeted for 1/1/2017.

36 GRAD New Employee Benefits Sessions (NEBS) Grad NEBS are sessions opened to employees under the graduate benefit program; Graduate Assistants, Employees-in-Training, Fellows, Scholars, and Short-Term Academic Staff (not under the Wisconsin Retirement System) Sessions are offered in August, September and January Madison Benefits Services Team is currently working on the PowerPoint and creating a video for anyone that cannot attend a session in person Resources are available at:

37 GRAD NEBs Date Time Location Friday, August 26, :00 p.m. 3:00 p.m. 21 N Park St Rooms 1106/1108 Monday, August 29, :00 p.m. 4:00 p.m. Babcock Hall Room 205 *Tuesday, August 30, :30 p.m. 3:30 p.m. Helen C White Hall Room 6191 *Tuesday, August 30, :00 p.m. 6:00 p.m. Helen C White Hall Room 6191 Thursday, September 1, :00 a.m. 11:00 a.m. 21 N Park St Rooms 1106/1108 Tuesday, September 6, :00 p.m. 3:00 p.m. Health Science Learning Center Room 1325 Thursday, September 8, :30 p.m. 3:30 p.m. Union South see TITU (today in the union) Boards *multiple sessions on the same day; different times

38 GRAD NEBs Graduate Benefits Enrollment & Effective Dates: 30 days from hire date to enroll in benefits Health insurance coverage will be effective on the first of the month on or following the hire date Signed in date will not drive when coverage begins, signed in date will only be used to determine if it was received timely. Applications are due within 30 days. We direct individuals to; submit your application to your HR Department Representative (even if declining coverage) and request a copy for your records once it has been signed in as received.

39 GRAD NEBs All applications should be submitted to Madison Benefits Services (MBS) ASAP Reminders - Prior to submitting to MBS: Sign and date each benefit application as received Provide signed in copy to employee/grad Write Empl ID # on upper right of each application and indicate Empl Class (AS, FA, US, LI ) Health insurance premiums are taken a month in advance submit as soon as possible for timely processing and correct benefit deductions Applications can be faxed to , do not to benefits due to sensitive information.

40 Security Update

41 HRS Upgrade to PeopleSoft 9.2 Still on schedule with go-live February 2017 Technical upgrade Minimal impact on Core Users no major changes More information in Aug/Sept User Acceptance Testing in November Contact Carla, HRS Site Lead, with questions

42 HRS User Attestation Exercise Security Approvers reviewing Core Users role and identify as Keep or Remove Due to by June 10 Other possible changes after attestation responses entered by the Service Center Remove TBH Update if User has SH Update Remove SH Update if User has HR Administrator Remove AM Department Coordinator if User has AM Campus Coordinator (should depts have AM Campus Coord role?) Reminder: Payroll Coordinator spreadsheets due to Carla also by June 10, if possible

43 HRS Coordinators Meeting Questions