Payroll Representatives Meeting Thursday, June 4, 2009 10 a.m. 1

Payroll Representatives Meeting Thursday, June 4, 2009 10 a.m. 1

University of Maryland, Baltimore Payroll Representatives Meeting Human Resource Service Center – – Juliet Dickerson Office of International Services – Renee Mason Payroll – Candace Chow Benefits – Sandy Jones and Michelle Mahan Compensation – Patti Ilowite 2

Human Resource Service Center New Form I-9 Training – Human Resource Services compliance team conducted random audits at the end of the last calendar year. – Several violations were identified, and communicated to the reps who were involved. 3

Human Resource Service Center New Form I-9 Training – New training has been developed to assist payroll representatives on completing the Form I-9 correctly. – If you complete Form I-9’s for your school/department, you should take the training. Changes to the Form were made in April and the list of acceptable documents was revised. 4

Human Resource Service Center Dates for Form I-9 Training Tuesday, June 16 2009 – 10:00 a.m. to 11:00 a.m. or 2:00 p.m. to 3:00 p.m. Thursday, June 18, 2009 – 10:00 a.m. to 11:00 a.m. or 2:00 p.m. to 3:00 p.m. Tuesday, June 23, 2009 – 10:00 a.m. to 11:00 a.m. or 2:00 p.m. to 3:00 p.m. Thursday, June 25, 2009 – 10:00 a.m. to 11:00 a.m. or 2:00 p.m. to 3:00 p.m. To register for training, please visit: http://www.hr.umaryland.edu/main/hrscourses/ 5

Human Resource Service Center Reminders – Hire date, Rehire date, Termination date must be correct when the Employee Action Form is submitted. Incorrect dates for these three actions cause major issues with eUMB and central payroll. This also negatively impacts the Form I-9 and retirement. – Permanent Residents – must have original documents and the Permanent Resident certificate 6

Human Resource Service Center Reminders – Must have approval from the Dean’s designee for faculty actions. All SOM changes require authorization from David Ingle. – Maryland State Retirement forms must be notarized before being sent to HRSC. We have notaries on staff in the Benefits Office. – Manager self service – new directions have been added. 7

Human Resource Service Center New Manager Self-Serve instructions http://www.hr.umaryland.edu/hris/ss managers.htm 8

Human Resource Service Center Key processing dates HRSC cutoff 6/5/09 Pay period ending 6/20/09 Pay date for regular employees 6/26/09 HRSC cutoff 6/18/09 (short processing cycle) – Pay period ending 7/4/09 Pay date for regular employees 7/10/09 HRSC cutoff 7/2/09 (short processing cycle) – Pay period ending 7/18/09 Pay date for regular employees 7/24/09 9

Office of International Services Renee Mason 10

Financial Services Payroll Personnel 11

FS - Payroll Candace Chow – Payroll Manager Rita Marable- Payroll Supervisor Albert Mueller- Sr. Payroll Accountant Dessy Sobowale- Payroll Associate Jennifer Souliyadeth- Payroll Accountant 12

Financial Services Payroll Reminders 13

FS – Payroll Reminders W-4 Forms – Review employee’s W-4 to avoid any errors – Common errors: Section 1: County of Residence: Enter COUNTY (do not leave blank or enter country) Section 2- Box 3: Check off marital status (Federal) Section 3: Check off marital status (State) 14

FS – Payroll Reminders Change W-4 information online: – Existing employees can make changes via POSC. http://www.fincsvc.umaryland.edu/payroll/help.cfm Print copy can be sent to HR-Service Center or FS-Payroll For problems with your sign-on, please contact Kathleen Kidwell, CPB at 410-260-7387. 15

FS – Payroll Reminders Newly hired student employees working in the summer months are subject to FICA UNLESS they show proof of class enrollment. – Box 62 (FICA status) on Employee Action Form (EAF) must be changed to ‘Subject’ – FS-Payroll will run a process to change the students’ FICA status to ‘Exempt’ effective 8/16/09 16

FS – Payroll Reminders GLACIER records – Make sure foreign national employee submits a W-4 (for Maryland State employees) available on FS-Payroll website http://www.fincsvc.umaryland.edu/payroll/ – Check Glacier tax summary report with eUMB to make sure both records have the same information Home Administer Workforce Administer Workforce (GBL) Use Identification Data 17

FS – Payroll Reminders Retro pay – Remember to verify retro pay calculation for any additional retro pay action(s) submitted to HR-Service Center – Turn in payroll adjustment form for any retro pay corrections 18

FS – Payroll Reminders Paycheck distribution – Close of business on Thursday or anytime on Friday. eTimesheets is currently under research and development for exempt employees – details will be coming. 19

Ph: 410-706-2616 Patricia Ilowite – Director, Compensation & Benefits Michelle Mahan – Manager, Benefits Sandra Jones – Benefits Specialist Vernell Cooper- Associate Joanne Rainey- Associate 20

Open Enrollment Dependent Documentation Deadline 4:00 pm- Mon. June 15th Documentation needed per Summary Statement letter Must provide copies of birth & marriage certificate requests as proof it was ordered for a temporary extension (affidavits must be completed & sent) Failure to comply will result in the employee’s dependent/spouse/same sex domestic partner or children of domestic partner’s benefits terminating. 21

Online Orientation Reminder Employees should be directed to view online orientation if you are requesting they submit their healthcare enrollment form when completing “Forms to be Placed on Payroll”. The Service Center does not need Healthcare Enrollment forms. Employees have 60 days to submit their healthcare enrollment form. Changes cannot be made even within the first 60 days of hire. 22

Online Orientation Reminder Receipt of Benefits Information Form in “Forms to be Placed on Payroll” now references online orientation & changes cannot be made once enrollment form is submitted to DBM. Once enrolled in the ORP an employee cannot change to the MD State Retirement Agency defined benefits plan- even within first 60 days of hire. Encourage new employees to attend orientation before their first day of work or view online orientation. Online Orientation is “2c” on the home Benefits webpage. 23

Retirement Coding Reminder Action Code for a Retirement should be RTM- not VSP Important if rehired – Can’t go back into a mandatory retirement plan – Must remain off payroll for 45 days – Earnings limitations (n/a to ORP) 24

NEW - Retirement Agency Fines Maryland State Retirement Agency (MSRA) Fines effective 7/1/08 100/employee not properly enrolled Employee’s Department will be fined MSRA Letter to Chancellor Kirwan dated 3/31/09 Audit recently completed Payroll Rep. will be copied on employee letter from Benefits Office 25

MSRA Fines - continued Common Errors: – expired proof of birth (drivers license & passports not acceptable) – notary date & employee signature date are not the same – Beneficiary form has crossed out letters or written over letters ie: “i” becomes “t” – Membership Application (form 1) questions 1-3 under address section are not completed by employee. 26

MSRA Fines - continued Make 2 copies of proof of birth if using same documentation for I9. Attach a copy to retirement paperwork. Mandatory Retirement Plans Acknowledgement Form (Exempts) now states in default sentence forms 1 & 4 must be completed. Instructions & acceptable proof of birth documentation on new Payroll Rep. page. 27

NEW Payroll Representative Benefits Page Archives all Benefits emails by topic & date Common Benefits Forms Payroll Reps. may need to complete for the Dept. of Budget & Management (DBM) Instructions for forms will be added as needed Payroll Rep. link on Home Benefits web page, under Benefits News box. www.hr.umaryland.edu/hr/benefits/payroll emails 28

NEW Payroll Representative Benefits Page 29

Enhancements Healthcare Processing Chart DBM’s Processing Schedule now online on Payroll Rep link from home Benefits page. Forms received between 6/1 – 6/12 will have a 6/16/09 effective date. Forms must be in the Benefits Office by the Thursday before the last Friday of DBM processing (refer to the Benefits handout). 30

Enhancements Healthcare Processing Chart Employee must be set up in eUMB before Benefits can send/deliver form to DBM to process. Healthcare form must be completed correctly & supporting documentation must be attached. Healthcare Enrollment Forms may be sent directly to the Benefits Office (Service Center doesn’t need the form) 31

Enhancements - NEW Recruitment Brochure NEW Prospective Employee Benefits Brochure online (1 replaces 3) 32

Enhancements NEW UMB Benefits Pamphlet NEW USM/UMB Benefits Pamphlets for new hires Reviews UMB benefits not in *State of MD Guide to Benefits (group life, ltd, retirement plans, tuition remission, EAP ) and – Healthcare effective dates, retroactive coverage & orientation synopsis Included in New Hire Folder “5b” on Benefits Website – 5b. UMB Benefits Brochure 33

Enhancements - New Hire Folders NOW READY- Exempt & Non Exempt Scanned Packets Hit print once- all forms print! 4 sections/page dividers – Forms to be Placed on Payroll Including Mandatory Retirement Plan forms – Policies – Benefits Forms All Benefits forms now included (affidavit, beneficiary forms ) – Navigating Around Campus (Public Safety Brochure & Map) 34

Enhancements – New Hire Folders Benefits Guide & Selecting a Retirement Program (Exempts) books are separate links Forms to be Placed on Payroll Page or “8B” on main Benefits web page: http://www.hr.umaryland.edu/benefits/ benefits nho.cfm & link on new payroll rep. page. 35

Compensation Patricia Ilowite – Director, Compensation & Benefits Pamela Palmer – Compensation Specialist Shenia Mackey – Compensation Analyst I 36

FY2010 Salary Guidelines The Non-Exempt Salary Structure has been updated for pay levels 1, 2 and 3 in order to remain consistent with the State of Maryland. The Federal Minimum Wage will be increased to 7.25 effective July 24, 2009, and applies to anyone employed by UMB. 37

FY2010 Salary Guidelines No provisions for merit increases, cost of living adjustments or bonuses available for FY2010 for Faculty and Staff employees. Salary adjustments for regular and contractual staff employees shall not be made during the fiscal year except for re-evaluations and promotions. No provisions for Within Pay Level Adjustments. 38

FY2010 Salary Guidelines There are provisions for Faculty retention increases in certain circumstances. All July 1 faculty retention increases must be approved by the Dean and submitted to the President for final approval no later than June 15, 2009. Increases above 10% must be reported to the Chancellor. Use faculty retention increase form http://www.hr.umaryland.edu/main/hrforms.htm 39

FY2010 Salary Guidelines Promotions for Faculty and staff are governed by the policies and procedures of UMB and are not restricted by the guidelines in this memorandum. May occur at any time during FY10. 40

Compensation Forms Revised as of June 1, 2009 Easily identify jobs funded by ARRA stimulus funds ARRA Stimulus funded? YES NO HR Forms http://www.hr.umaryland.edu/main/hrforms.htm 41

Fiscal Year Changes for faculty No PITP process for FY2010 Fiscal Year Changes (FYC). FYC will need to be done using the EA Form or Pre-print. 42