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Employee Services Business Partner Meetings October 2014 Paycards – Updates • CU is now an electronic pay employer. • Employees have two options to get paid: – Direct Deposit: Employees can choose direct deposit through self-service in the portal (my.cu.edu). They must complete this enrollment one business day prior to time collection deadline. – PayCards: Employees who choose not to sign up for direct deposit or have not yet done so will be defaulted to a paycard. • Paycards are sent to the mailing address listed in HRMS. • A welcome letter along with a flier on how to use the card (in addition to the guide that comes with the paycard) are included in the instant issue packs (Copies of these fliers are available at http://www.cu.edu/employee-services/paycards-details) Paycards – Email Communications Notification BEFORE payroll Notification on PAYDAY Paycards – By The Numbers 2500 Enrolled Activated Funded 2000 Total Debit Active DA last 30 Days 1500 1000 500 0 July August September October November December Enrolled: This number depicts number of enrolled pay cards. We enroll active employees not set up for direct deposit and only mail cards with a net amount. Zero net cards are not mailed until the employee has pay processed in HRMS. Activated: Number of cards activated by the employee Funded: Number of cards that been funded on a given pay cycle Debit Active: Transactions made from the card Special Off-cycle – The Basics • Time collection is available at 9 a.m. Friday morning. • Deadline to approve and submit batches is noon on most Tuesdays. (This may change on the weeks we process monthly payrolls.) • Approved batches submitted will be paid the following Friday. • Docks will not process unless there is enough positive earnings from which to draw. • Note: There will be an early processing on the week of Oct. 20 (Offcycle will close at noon Monday due to monthly payroll processing.) • Run Ids for off-cycle processing: Please use the list on Employee Services website under Business Partner Resources. – This should help ensure the correct ID is used for reports. Special Off-cycle – A Few Notes Important Note: 1. Are you paying employee on the off-cycle payroll? 2. Has the employee selected special tax-deferred elections? If you answered YES to question 1 and YES or I DON’T KNOW to question 2: Please notify a Payroll or Benefits Professional to ensure correct deductions are taken on the off-cycle payroll. Payroll Calendars Employee Services manages a master system payroll productions calendar that includes: • pay period begin/end dates • pay dates and the associated system due dates for processing documents • time collection deadlines for each pay cycle • due dates for W-4 and direct deposit forms • information regarding HRMS availability • www.cu.edu/payroll-production-calendars Online Direct Deposit Immediate Enrollment and No Paper Needed! Go to your Employee Portal (my.cu.edu) then proceed to: CU Resources tab > Payroll and Compensation > Direct Deposit Please remember: Routing and Account Information • Verify your routing number with your bank. • If using a check, use a current check. • If using your bank statement, verify the correct routing numbers with your bank. Routing numbers on bank statements often differ from routing numbers for direct deposit. • Incorrect routing numbers for direct deposit may cause your bank to reject the funds. The employee portal allows one change per day. If your account information is incorrect, your paycheck may be delayed 10 business days, at a minimum. Changes must be saved the day before payroll is processed to affect your next paycheck. Online W-4 Enrollment Immediate Enrollment and No Paper Needed! Go to your Employee Portal (my.cu.edu) then proceed to CU Resources tab> Payroll and Compensation> W-4 Instructions: • • • • Enter the number of allowances you are claiming Option to enter additional amount of tax to be withheld from your pay Enter your marital status You may submit changes as often as you want INTERNATIONAL EMPLOYEES are subject to special rules and should schedule an appointment and meet with an International Tax Specialist to complete Form W-4. To schedule an appointment, visit: www.cu.edu/employee-services/payroll/international-employee-payroll Pay Roles Blog The blog modernizes the way you get news that is critical to your job. Pay Roles Blog – Features Top features: • • • • • News is posted as it breaks, not once a month. Search by categories or tags. Comment on articles and ask questions. Archived articles are easy to search. Get new stories instantly via email by subscribing to the blog. Pay Roles Blog – Subscribe How to subscribe: • Enter your email in the Subscribe field in the right column of blog. That’s it. You’ll be sent breaking news instantly. ONLINE: www.cu.edu/blog/pay-roles Elevate: HCM/Fin Upgrade Get the latest news about all aspects of the Elevate project at: www.cu.edu/elevate_cu_hcm_fin Elevate – Current Phase Detailed Design & Development Documents will be approved by key users during this phase. Business and system process gap resolutions will be approved and implementation plans developed. Detailed design documents from the design phase also will be built and system tested. Elevate – Current Phase Detailed Design & Development We will work through each of the following areas: • Benefits • Leave Accruals • Training • Personal Data • Position • Job Elevate: HCM Upgrade - Survey In my current role, I primarily: A. Hire/Recruit employees B. Make Job Actions (promotions, etc) C. Do Time Collection D. Change Funding and/or Generate PETs E. I seem to do it all every week. n to do ... ry it al le ve nd /o r. .. ct io le Fu nd i Is ee m Ch a ng e Do Ti m ng a e Co l om o. .. pr ns ( tio Ac ob eJ M ak Hi re /R ec ru it em pl o ye es 20% 20% 20% 20% 20% Which human resources systems do you use? HRMS JobsatCU Both None ns w er Te xt 100% En te rA A. B. C. D. Multifactor Authentication • Post-implementation update – Common questions and issues. – Multifactor Authentication information: www.cu.edu/es/it-takes-two – Preparing employees for year-end processes and procedures. • Next Steps – Evaluating system timeouts. – Expanding MFA Requirements. Upcoming Year-End Messages • Starting in November, we will distribute important year-end reminders through the portal, email and on the PayRoles Blog – Example: Reminder to employees to verify their name and address listed on their pay advice is correct. • We will place an “update your address” alert in the portal (my.cu.edu), which will require employees to verify that their mailing address is correct. • Overpays – Employees may be responsible for taxes on unpaid balances if not made in the 2014 tax year.