Payroll Human Resources User Group Meeting Notes
Thursday, October 13, 2005
1:30pm - 4:30pm
Q1: Where is 26 week Wage Statement for Worker's Compensation?
A1: Human Resources and Payroll - Agencies > Inquiries & Reports > Payroll Reports > Wage History Report. Enter the NIS Address Book number for the Employee and the begin date.
Q2: Can you please make sure that everyone signed up for the meeting gets the email with the presentation manual? Also send out the PHRUG announcement of when the meeting is and to sign up if you want to attend.
A2: Announcements for the PHRUG meetings and the Powerpoint presentations are sent to the NIS Flash Memo contact list. If you need to be added to the list, please email Lindsey Miller at Lindsey.firstname.lastname@example.org.
Q3: Should we be taking out retirement from Board members per diem?
A3: Check the board/commission statutes. If they are employed full time with another agency and are contributing to retirement, then retirement should be taken
Q4: Are interim payments included in pay check history listing (Payroll Review and Void, Pay Stub Review)?
A4: Yes, however Interim payments will appear for your employees only.
Q5: On an Interim Payroll Register, how can we tell what business unit the check was charged to? How can we bring up the coding? We have an individual who had Federal Coding who went to work for another State Agency. That Agency is sending us the Payroll Register from the Interim, but to charge it to Federal Funds we need the Time and Pay Entry Journal to prove it was changed to Federal Funds.
A5: Bob Halada from State Accounting will send the appropriate reports.
Q6: Unemployment - are directors eligible for unemployment?
If not, why? Are there other full time, permanent employees not eligible for
unemployment (other than those fired for gross misconduct)?
A6: (Thank you to Jill Schreck and Linda Shimek from Dept. of Labor for helping to answer this question) There are many instances that employees are not eligible for unemployment Insurance benefits. It may be due to their position or what kind of employer they work for. People can be determined ineligible due to minimum earnings. Disqualifications can take place on quits and fires. As of 9/4/2005, separations that occurred after this date and is determined to be disqualifying will have a 12 week disqualification. There are also gross disqualifications and one week disqualifications. We look at each situation on a case by case basis.
Q7: Where do you find the instructions to do year-end balancing? Last year, we sent a list to someone in DAS to do it. Is it the one you use for terminations?
A7: 1440 sick leave will be done by DAS. Agencies do the vacation balancing. Please refer to the State Accounting Manual - Leave Balance Procedures - Calendar Year End.
Q8: When an individual transfers from one agency as biweekly to another agency that is monthly, is it possible for me as a monthly agency to stop the biweekly benefits and change the benefits to a monthly benefit? In the past I have had Susie Voecks stop the biweekly codes.
A8: Agencies can do this; please refer to the Transferring Work Instructions in the NIS HR/Payroll manual.
Q9: Can you print a field from data sequencing that does not normally show on the report?
A9: No. Data Sequencing will change the order of information on the report, but will not make information appear on the report that does not already appear.
Q10: Do other agencies have procedures in place to compare payroll with the General Ledger? Auditors are concerned that payroll could be reset after certification.
A10: If a change is made to Payroll (without resetting Payroll) between certification and Final Update (when the Payroll hits the General Ledger), Payroll will go into "Changes Only" and will not process in Final Update until it has been re-certified.
Q11: On Enrollment with Eligibility, what date do you put in the User Def Date 11-2 field? What date do you use for a new monthly employee and what do you use for a change of benefits?
A11: One month prior to effective date (or effective date of benefit)
Q12: Why can't the User Def Date 11-2 field name be changed?
A12: This can be done and will be addressed after 8.10 upgrade.
Q13: Do University/State Split employees enroll online for Open Enrollment?
Split (2 full time employee) - enroll online
Splits (University employee) - do not enroll online
Splits (1 part time employee) - do not enroll online
Part Time employees - do not enroll online
Q14: Can you run a leave report for a past pay period or a specific period of time that is past. I believe the report is not pulling up accurately or not pulling up at all when trying to run in the past.
A14: No, this report will only show current balances, not balances as of a past pay date.
Q15: What is the purpose of having everyone go into
A15: No. Flexible Spending Accounts must be updated with new deduction amounts every year and we have an expanded Vision Plan available this year. By requiring employees to update these two options, as well as, validate their previous elections, the number of problems that arise after Open Enrollment are significantly reduced.
Q16: How do you fix inactive position number? Everything I tried didn't work as I recreated position again with same number.
A16: The problem was that the business unit on the position number did not match the business unit on the employee. When the position was recreated, it was created with the same business unit as the employee. This eliminated the conflict with the business unit. If the original position should not be used in the future (the one with the conflicting business unit), the position should be closed & the position and budget status' should be changed. Please see the Closing a Position work instructions in the NIS HR/Payroll Training Manual.
Q17: Can titles of data selection and the path be put on the title (is this the right word) or first page of the report? Which report?
A17: For a cost, reports can be modified to include a 2-3 page cover sheet including Data Selection. The Reports and Inquiries User Group is researching reports and determining if a cover sheet is needed. If a cover sheet is recommended by the Reports and Inquiries User Group, funding options will be considered.
Ideas for Improvement: