Transcript Slide 1

Payroll Reps Meeting
July 11, 2012
SON Auditorium Room 130
10AM - Noon
PRESENTERS
Jackie Ball
HR-Service Center Supervisor, Human Resources
Kamaria Jackson
IT Manager, Human Resources
Candace Chow
Payroll Manager, Financial Services
AGENDA
TALX – The Work Number
Terminations
Payroll Reminders
ETS Statistics
Dual Employment Report
TALX
The Work Number®
Employee Self-Service
Employment & Income Verification System
What is the Work Number ®?
THE WORK NUMBER® is a service of TALX Corporation that provides an
automated process to handle employment and income verifications within a
matter of minutes. This fast, secure service is used for mortgage
applications, reference checks, loan applications, apartment leases,
government aid or most other applications that require proof of
employment.
What the Work Number is Not® ?
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It is not a reference check system.
It is not a credit score check system.
It does not hit your credit report.
It is not a tool to calculate years of service.
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Why The Work Number® ?
Employer
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10 times more data
than any other
provider
Vast verifier network
maximizes return on
investment
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Limits exposure from
subjective release of
data
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Data housed in TALX
controlled facility
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Employees
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Self-Service for the
Employee
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Only credentialed
verifiers with proper
authorization access
data
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Rights protected as
consumers (FCRA)
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State-of-the-art data
security and privacy
Online Employee Data
Report (allows
employee to view data)
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Dedicated Client Service
Teams
Data is secure and
private
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Data is trusted by
verifiers to be accurate
(best possible rates)
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Expedited verification
process and faster loan
approval
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Financial Stability
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Sustainable business
model (low cost to
employer/ verifier)
Verifiers
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Ease of completing
transactions
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FCRA compliance
mandates
Industry designed
formats (Meet
Fannie/Freddie reqs.)
TALX verification rates
allow for a return on
investment
Single source to access
majority of working
population records
Multiple access methods
& ease of use
Access to IRS tax
transcripts (selfemployed records – req.
by new Fannie/Freddie
regulations)
Access to credit reports
and other mortgage
services through parent
company, Equifax.
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Who is Considered a Verifier
Q: Who is considered an Employment Verifier with The Work Number?
A: A verifier can be any lending institution, property manager or other business that needs to verify
employment or income.
Q: What is a Commercial Verification?
A: Standard employment and income verifications are commonly referred to as commercial
verifications.
Q: Does an employment or income verification take longer with The Work Number?
A: No, it is typically turned around instantly. In addition, the automated service is available anytime,
anywhere.
Q: What is a Social Service Verification?
A: Typical social services verifications include TANF, Food Stamps, Public Housing, Medicaid, Child
Support, WIC, Welfare to Work/Job Corp Programs, Social Security, Supplemental Security Income
(SSI), Social Security Disability Insurance (SSDI) and others.
Who is a UM Employee?
Anyone who is paid through the State of Maryland and is in eUM. This does
not include payments through Accounts Payable, VA, UMMC, or FPI.
Who is the Employer?
The University of Maryland, Baltimore.
The Work Number®
Employees:
• Direct the ‘verifiers’ (loan providers, mortgage companies, prospective
employers) to The Work Number for all verifications of employment and income.
• When employees want to get their income verified, they should go to the
www.theworknumber.com or 800-367-2884 TALX Service Center 24/7. With their
employer code, UMID and PIN, they are able to create a salary key to pass along
to the verifier.
What does The Work Number® look like?
How is it accessed?
Sample Verification of Employment
Sample Verification of Income
Web Managers
• Kamaria Jackson
• Jackie Ball
• Natasha Zhalkovsky
63072
67600
63072
Web managers are to be contacted for coupon
codes only. Other Work Number issues should use
the Client Access number.
TERMINATIONS
TERMINATION
 Current process – Termination is sent to Central
Payroll Bureau (CPB) 60 days after termination
effective date or action date, whichever comes
later
 **New** - Terminations will be sent to CPB 30
days after termination
PAYROLL REMINDERS
PAYROLL PROCESSING
 Payroll Adjustment Form
 Late adjustments may not be processed until next pay
period.
 Check due dates from the Payroll Calendar
http://www.fincsvc.umaryland.edu/payroll/calendars.cfm
 Cost Center Report/Payroll Register
 Departments must run either of the report to ensure
employees are paid correctly.
 The last run (usually Friday) must be verified by the TL
Approver and keep on file.
PROCESS LEAVE PAYOUT
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Submit Payroll Adjustment Form (PAF) with
supporting documents:
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eUM Leave Inquiry Page (the most recent record):
Home > Compensate Employees > Administer Base
Benefits > Inquire > UMB Leave Inquiry
Faculty Leave Record (Payout for Faculty)
eUM Job Data/Compensation Page where you can see the
hourly rate and the termination effective date
Run query UMB_ETS_TIMESHEET_HISTORY_EE to show if
employees have any missing timesheets
Attach contract if the payout is for a CII Employee
Show calculation of how you reach the payout amount
PROCESS LEAVE PAYOUT
 Complete Payroll Adjustment Form (PAF):
 Enter Termination Date in ‘Dates of Service’ field
 Enter HRMS Account code ‘0000015682’ for
Termination > or = 7/1/12
 Enter leave hours and payout amount on the form for
all employees have an eUM Leave record
 Enter proper leave adjustments using the Leave
Adjustment Earnings Codes (XVH, XVS, XHH, XHS, XPH,
XPS, XSS, XSH) when necessary
 EX.: Employee terminated effective 6/9/12, but accrued for
the entire pay period due to late EA submission,
department will have to adjust the leave balances
Adjustments as below:
Annual: 6.76928 (earned) – 3.384 (6.76928/2) = 3.38 hours
Sick: 4.615 (earned) - 2.307 (4.615/2) = 2.308 hours
LEAVE INQUIRY PAGE
Term Eff 6/9/12: Leave Adj: -6.769 + 3.384 (1/2 PP) = -3.384 (XVS)
-4.615 + 2.307 (1/2 PP) = -2.308 (XSS)
On PAJ: FPA 297.82 (301.20 – 3.38)
FPH 32.00
XSS (2.31)
XVS (3.38)
XPS (16.00)
LEAVE ADJUSTMENT
 Send FS-Payroll a PAF for leave adjustment
 Supporting documents are required. Ex.
Employee did not turn in an ETS- a paper
timesheet was submitted with leave taken
 Leave adjustment will be entered directly on
Employee’s Leave Accrual page. The result will
not appear on Cost Center Report/Payroll
Register. It will appear on Leave Accrual
Report
 Zero out leave balances at termination
ETS STATISTICS
 A page created for departments to manage
timesheet completion, it can be found at eUM:
 Home > Self Service > Manager > View > UMB ETS
Statistics
 Query: UMB_ETS_CLOSED_TIMESHEETS
 Recommend to perform bi-weekly reconciliation
 Timesheet can be processed in eUM with “open” pay
periods
 Timesheet cannot be processed in eUM with “closed”
pay periods
ETS STATISTICS
 Timesheet (TS) in “closed” pay periods
 Reconciliation procedures:
 Paper TS with supervisor’s approval
 Departments to submit Payroll Adjustment with
paper timesheet as backup to FS-Payroll if leave
was taken
 TL Initiator enter and save “Reconciliation
comment” on Statistics Page to remove a closed TS
and file the paper TS
LEAVE
 Leave Accrual Report
 Must run the report each pay period and verify
after receiving email from FS-Payroll
 Report will not be correct if timesheets not in ‘loaded’
status so make sure employees submit timesheet on
time
 eUM is the official record so the leave payout is
based on the balances in eUM
 Year End Leave Rollover Process
 Maximum allowable carried over is prorated
based on FTE for employees working less than
100% and over 50%
DUAL EMPLOYMENT REPORT
 In compliance with a legislative audit
recommendation, CPB sends:
 Bi-weekly Dual Employment Report
 listing new employees hired at UMB who are also
on another state agency’s payroll
 Quarterly Dual Employment Report
 listing employees appear on multiple state
agencies
BI-WEEKLY DUAL EMPLOYMENT REPORT
 FS-Payroll
 Contact the Department PR Rep
 Campus Schools/Departments
 Notify the employee’s supervisor of the multiple
jobs situation
 Advise supervisor to validate time worked
submitted by the employee when approving
 Employees appear on dual employment report
must start documenting time worked at UMB with
timesheet or course schedule with in/out time (if
timesheet is not required or in/out time is not
required)
QUARTERLY DUAL EMPLOYMENT REPORT
 FS-Payroll
 Contact the Department PR Rep
 Documentation provided by departments
 Notify HR for employees claiming hours during the same time period
 Campus Schools/Departments
 Notify the employee’s supervisor of the multiple jobs situation
 Advise supervisor to validate time worked submitted by the employee
when approving
 Employees appear on dual employment report must start documenting
time worked at UMB with timesheet/course schedule with in/out time
(if timesheet is not required or in/out time is not required)
 Contact the other state agency for the in/out time worked to make sure
no overlapping hours were reported
 Submit documentation to FS-Payroll quarterly
Questions? Comments?
Thank you for your time today!
CONTACTS
 FS -Payroll
 Phone: (410) 706-1243
 E-mail: [email protected]
 HR- Service Center
 Phone: (410) 706-7600