Fiscal Year End Benefits and Payroll Update. Human Resources June 2013

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1 Fiscal Year End Benefits and Payroll Update Human Resources June 2013

2 Agenda Open Enrollment & MyEnroll Recap IOI Blackout Period Processing Terminations, Transfers and New Hires Questions

3 Annual Open Enrollment & MyEnroll Recap Open Enrollment Period was May 23 rd to June 5 th ; Changes effective July 1 20% of eligible staff participated in open enrollment, nearly 2,000 of the approximately 8,000 benefit eligible staff! Preliminary feedback on the online enrollment process has been positive Paperwork for administrators responsible for managing payroll or benefits administration is significantly reduced

4 Annual Open Enrollment & MyEnroll Recap Staff were able to view current benefit selections online, make changes and assign beneficiaries for life insurance MyEnroll will remain open for eligible staff to assign beneficiaries thru the year MyEnroll will send a deduction file to IOI with open enrollment changes In the past these changes were entered manually

5 Annual Open Enrollment & MyEnroll Recap Three deduction schedules: 24 Deduction taken from the first 2 payrolls of the month; applies to staff paid 12 months, 26 pays per year 22 Deduction taken from every pay check; applies to staff paid 22 times per year, generally with the first check in August and last check in June 20 Deduction taken from every pay check; applies to staff paid 20 times per year, generally with the first check in August/September and last check in May/June

6 Annual Open Enrollment & MyEnroll Recap Remember: 24 deductions doesn t mean 24 pays in IOI, Full-Time staff working year round should receive 26 pays per year for salary. Remember: FSA deductions are taken from the first 20 pay checks of the year and these deductions are administered by HR Open Enrollment Report sent to locations for review changes were to be submitted to HR by June 17 th

7 IOI Blackout Period Payroll processing blackout period beginning on Wednesday, June 26, 2013 at 3:00 PM CT and ending on Tuesday, July 2, 2013 at 7:00 AM CT Blackout period will enable IOI to load all the new benefit enrollment data and rates into the system for the upcoming plan year During this blackout period you will not be able to open or close any payrolls. Any payroll opened before the blackout period begins will remain open during that period, but cannot be closed until after 7:00 am on July 2, 2013

8 IOI Blackout Period June July 2013 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Blackout begins - 3pm Payrolls may be opened for entry prior to 3pm Payrolls may not be Opened or Closed 30 1 IOI loads deductions Payrolls may not be Opened or Closed 2 Blackout Ends 7am July Payrolls may NOT be closed prior to 3 4 INDEPENDENCE DAY 5 6 Deductions begin

9 IOI Blackout Period Changes may be entered during the blackout period on open payrolls, but payroll cannot be closed/processed until the blackout period ends Please note that all June, 2013 pays (those with a June check date) must be processed by 3:00 PM CT on June 26, Afterwards you will not be able to process pays with a June check date Pays with a July, 2013 check date cannot be processed until after 7:00 AM CT on July 2, 2013

10 Terminations, Transfers & New Hires Continue paper process as being done today Send transmittal form to Human Resources indicating type of change, i.e: termination, transfer or new hire At this time, new hires will not be utilizing MyEnroll to make benefit elections HR will send out extended coverage applications for terminations but local administrators should terminate employee s record in IOI Contact HR or IOI to ultizie the Copy feature that enables data to be transferred from one location to another including deductions; New location should review deductions and make any other changes necessary Transmittal forms are to be faxed to Human Resources in a timely manner so HR can process the changes internally with MyEnroll

11 IOI Data Accuracy Make sure weekly scheduled hours and number of pays are correct for all your staff IOI Screen Shot: In this instance, weekly hours are blank. Make sure weekly scheduled hours and number of pays is populated correctly for all your employees. Weekly scheduled hours determines benefit status and number of pays determines the annual salary.

12 IOI Data Accuracy Make sure FPS accurately shows Full Time, Part-Time, or Seasonal for all your staff IOI Screen Shot: FPS should be Seasonal for staff working on an occasional basis (e.g., substitutes, musicians), and for any staff hired only for the summer. Otherwise, they may be incorrectly assigned as benefits eligible.

13 IOI Data Accuracy REMINDER: Benefit Eligibility is assigned automatically based on scheduled hours, number of pays, and FPS status.

14 Employee Self Service Did you know that you can implement a paperless Payroll process? While you cannot require your employees to choose direct deposit, you can stop the printing of payroll reports and access all data online, which will reduce shipping charges. Employees can access Pay stub information online. Call IOI if you are interested in setting up employee self service!

15 FAQs Q: Benefit eligible employee wasn t in BAS. Why did this happen? A: IOI data was copied into MyEnroll approx. April 1 st If there was incorrect info in IOI it was carried over to MyEnroll. Most likely their benefit status was incorrect in IOI and therefore did not come over to BAS. Make sure your terminated staff are terminated in IOI and benefit eligible and ineligible staff have the correct number of weekly hours for their status to be correct in IOI. This is important as we move forward. Q: My teacher who is retiring or not renewing his or her contract for the next academic year is being paid out thru July but they also currently have deductions in BAS for health insurance. How do I address this for July? A: Benefits conclude June 30 for all school staff who are not returning for the next school year. Therefore when you process payroll for July 5th, make sure their deductions are zeroed out.

16 Questions? Thank you!

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