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Welcome! PAYROLL REPRESENTATIVESOctober 10, 2006
Agenda• Introduction Juliet Dickerson
• Service Center Vicky Kelly
• International Affairs Renee Mason
• Employee Relations Al Fick
• AA/EEO Tammy Flowers
• Benefits Michelle Mahan
• Payroll Candace Chow
• Compensation Nancy Grimshaw
• CITS Paul Petroski /Fran Dominquez
• CITS Kent Buckingham/Kathy Bordenski
Service Center
• Employee Data Verification Forms
• Short Work Break (SWB)
• Completing I-9 Forms
• Service Center Processing Cycle
Completing Employment
Eligibility Verification Forms(I-9)
• Insert copy of I-9
Service Center Processing Cycle
• When processing paperwork please be mindful of the Service Center processing cycle, which is available on-line and in your hand outs.
• Please check the on-line schedule periodically, although the dates are projected to the end of the year they are subject to change.
• The Service Center does guarantee completed paperwork received in by the deadline will be processed during the designated processing cycle which is normally 5 to 6 business days from the date on the paperwork is due.
• Advise students, exchange visitors, and temporary workers on visa concerns
• Assist academic departments in obtaining appropriate visas for students, visiting scholars and faculty members and with continuing visa status concerns.
• Assist UMB administrative departments such as Human Resources and Financial Services in compliance with employment rules for non-immigrants.
• Act as liaison with government agencies, sponsoring organizations, and embassies to facilitate visa documentation and employment authorization for internationals.
• Provide training on visa and non-immigrant employment issues to UMB departments.
• Advise the UMB departments concerning recruitment of non-immigrant personnel, U.S. Citizenship and Immigration Service (USCIS) rules concerning the employment of non-immigrant personnel, and cost and time issues associated with employment of non-immigrant personnel.
• Make appropriate referrals in regard to non-immigrant issues, or immigration concerns, that are beyond the scope of the office's mission or resources.
Office of International Services
General Services
Social Security Cards
F-1 Students• I-20• Passport with Visa/I-94 Card• Stamped Letter from Hiring
Department• Letter from OIS
1 Students• DS-2019• Passport with Visa/I-94 Card • Letter from Hiring
Department• Letter from OIS
OFFICE OF INTERNATIONAL SERVICES
10 Day Wait is Recommended:
J-1 ScholarsDS-2019Passport with Visa/I-94 CardEmployment Offer Letter
H-1 Visa HoldersPassport with Visa/I-94 Card
General Responsibilities• Department:
– Participate in fair recruitment
– Direct internationals to the OIS and payroll representative
– Inform OIS and HR of changes in personal (address, etc.), study, or job circumstances
• OIS:
– Inform internationals of the rules/requirements of their visa status
– Maintain accurate records in SEVIS
– Provide information to departments and HR regarding the rules/requirements of the individual’s visa status
• HR:
– Provide new hire orientation
– Provide information to departments/payroll representatives regarding changes in internal policies related to employees
• Students/Scholars/Employees:
– Follow the rules/requirements of their visa status
– Alert appropriate offices when depart or experience personal, study, or job related changes
OFFICE OF INTERNATIONALSERVICES
- 10 -
Are You a New International
Student/Scholar?
Are You a Continuing Student/Scholar With Changes in Program, Personal Information, or Request to Travel?
Are You a New Staff Member
with an H Visa?
Are You an H Visa Holder With Changes
in Program or Personal
Information?
Do you have an on-campus job
or GRA?
Do you have an on-campus job
or GRA?
Check in with Dept. Contact/Payroll RepresentativeCheck in with OISOIS will direct you to HRHR will assist you in completing your NRA/I-9 documents
Check in with Department contactCheck in with OIS
Alert Department Payroll RepresentativeAlert OISOIS will direct you regarding notice to Dept. of Homeland Security
Alert Department ContactAlert OISOIS will direct you regarding notice to Dept. of Homeland Security
Check in with Dept. Contact/Payroll RepresentativeCheck in with OISOIS will direct you to HRHR will assist you in completing your NRA/I-9 documents
Alert Department Payroll RepresentativeAlert OISOIS will direct you regarding notice to Dept. of Homeland Security
Employee Relations• DLLR – Unemployment Reporting
Contact: Nicole Webb or Sheila Greenwood at 6-7302
• Family Medical Leavewww.hr.umaryland.edu/main/formsword/fmla.doc
Contact: James Abrams at 6-7302
• 2006/2007 Campus Recognition and Community Service AwardsContact: Sheila Greenwood at 6-7302
• Military Leavehttp://cf.umaryland.edu/hrpolicies/section7/t70723sa.html
http://cf.umaryland.edu/hrpolicies/section7/t70724sa.html
EEO/AAP/Diversity
• Sexual Harassment Prevention Training
– Training Seminars available for Campus Leadership that Manage UMB employees
• Dates available on line
• http://www.hr.umaryland.edu/main/hrscourses/register.cfm?courseName=SEXUAL%20HARRASSMENT%20SEMINAR
– On-line Training Available in the next quarter
• For employees
Benefits Team
Tamathia Flowers, Manager
Michelle Mahan, Specialist
Joanne Rainey, Associate
Vernell Cooper, Associate
Phone: 706-2616
Fax: 706-0765
http://www.hr.umaryland.edu/benefits/
Benefits’ Agenda
1. Website Enhancements
2. Forms Reminders
3. Retirement
Benefits - Website Enhancements
Employee Orientation Online Registration
– Registration required due to limited seating.
– Starts promptly at 9:00 a.m.
http://www.hr.umaryland.edu/main/hrscourses/
Benefits - Website Enhancements
• Expanded Forms Section
– Over 30 forms online with instructions and links
– Healthcare Applications, Dental Applications, Life Insurance Forms, MSRA Retirement Enrollment Forms…
*All forms online except ORP and SRA enrollment kits
http://www.hr.umaryland.edu/benefits/benefits_forms.htm
Benefits - FormsUNUM Provident Life/LTD Enrollment Reminder
• Employee should mail directly to UNUMAddress on form: 2211 Congress Street
Portland, ME 04122• Salary and date of hire must be completed to
avoid processing delays• Unum Provident will mail medical history
statement directly to employee’s home if applicable
Benefits- Processing Forms
Required Documents for Dependents:
• Marriage Certificate
• Birth Certificates (showing lineage)
• *Dependent “Tax Affidavit”
• Step Child Affidavit
• Legal Ward/Grandchild/Other Dependent Affidavit
* For Stepchildren and Legal Ward forms, a Dependent Tax Affidavit must also
be completed.
Benefits Forms• Retirement Forms requiring Notarization are “legal documents” (ex: Beneficiary
Form 4 & Election Not to Participate Form 60)
• Notary date and employee’s signature date must match
• No mistakes, cross outs, written over letters
• Submit & attach 2 copies proof of birth with retirement forms (I-9 documentation
is separated from retirement documentation once in HRS)
• Must be submitted with Employee Action Form (not separately)
Benefits Retirement
• Please follow-up with employees to ensure beneficiary (ies) is/are listed on retirement forms
• Ensure that employees review their beneficiary designation when there is a change in family status event
Benefits - Retirement Procedures
Rehiring a Retiree:
IRS Regulations require retirees must be off State payroll for 45 days per Form 127 - Reemployment After Retirement
• “There must be a bona fide separation from service between you and your employer”
• Applicable to pension and ORP plans
Benefits - Retirement Procedures
Earnings limitation (EL) - n/a to ORP
– EL=Average Final Salary – Annualized Basic Allowance
– MSRA sends retiree a letter 30-60 days after retiring. EL never changes.
– If exceeds - pension reduced $2.00 for every earned $1.00 over limit.
Benefits Retirement Procedures
What should you ask a new hire?
Are you a State Retiree?
If yes, what is your earnings limitation?
The employee can call MSRA 410-625-5555 and ask for their earnings limitation if they don’t remember it.
Benefits - Reminder
Financial Planning & Retirement Seminars 10/17, 10/19, 10/24, 10/25, 10/26
• 3rd Floor 110 S. Paca Street
• Online Registration
• 25 person limit
• Bring your Lunch Light Refreshments Served
Payroll
• Details will be sent via email on 10/18
• Deadline for completing and submitting to FSPR is November 10, 2006
• New W-4 for NRA for tax purposed (W-4/MW507 for NRAFTP’s) in Payroll website:
• http://www.fincsvc.umaryland.edu/payroll/images/206w4-NRAFTP.pdf
• New W-4 changes include:
Additional $15.30 withholding is no longer required
“NRA” must be written near line 5 & 6
Annual Renewal of non-US Citizen Paperwork
CompensationGeneral Associates
• Employees with Exempt duties, but do not work enough hours to earn $445/week or $23,660/year.
• CI (If and When or Temp) employees only
Background• Exempt employees must be paid on a salary, not
by the hour• 2004 FLSA regulations require minimum salary of
$23,660 to be exempted from overtime.• Minimum salary exists with no pro-rating allowed,
regardless of FTE• Result: the lower the hours worked, the more
likely the salary will fall below $23,660.
Exempt C-1 Employees
Cannot be “docked” for the quality or quantity oftheir work
They can be: • Paid for completed “deliverables”• Paid a salary based on regularly occurring percent
of time• If that salary is below $23,660, use the General
Associate
General Associate
• Is a title for temporary jobs • Has no min qualifications of its own; employees
must meet min quals of a standard Exempt job• Has a pay range that’s the hourly equivalent of
any salary in the Exempt structure• Is an expansion of the General Assistant which is
for temporary NEX jobs• Note: in some cases, an existing NEX title could
solve the issue
Examples:
• A 50% Research Nurse will earn $20,000 per year (actual earnings). By law, they cannot be hired as an Exempt employee
Solution: NEX Nurse Research I will work in this case, and the person should be hired in this title.
• A 25% Nurse Practitioner will earn $20,000 annually (actual earnings)
Solution: General Associate at $40/hour ($20,000 annualized to $80,000 and then reduced to hourly of $40/hour)
What are the documents needed at time of hire?
• Hire packet
• CI agreement
• Employee Action Form
IMPORTANT:
• In EAF “Comments” section, indicate the Exempt title a person would be in, if they were to work enough hours to qualify under FLSA.
• The new hire must meet minimum qualifications for that Exempt title
Next Steps
• Review all your CI employees; terminate inactive employees
• Review current General Assistants to see if General Associate is a better fit
• At the 1 year renewal time, change Exempt “Assistants” to “Associates”
Questions/Comments
Contact
Compensation
at 6-6338
CITS
Affiliate System
Fran May DominguezKent Buckingham
Paul PetroskiKathy Bordenski
Affiliates?
• Affiliates are people who:
– have an affiliation with UMB
– not “paid” faculty, staff
– students that are not in SIMS
– people who will not be getting an empl ID
Examples of Affiliates
• Dental School Volunteer Faculty, Corporation Employees
• UMMS, VA or UPI staff
• Pharmacy Preceptors
• Emeritus Faculty
Affiliate information …
• Where?
– Stored in eUMB HRMS system
• What?
– Name and campus contact information
– Date of birth
– UMB Sponsor
Current Process for Entering Affiliates
• Online form …– Required fields are filled out– Eliminates data entry errors– Saves time– Increases productivity– List of sponsors to choose from
Process for Entering Affiliates
1. Affiliate enters information online
2. Affiliate prints out form for sponsor(s) signature
3. Affiliate submits form to Help Desk
4. Help Desk submits approved affiliates into eUMB
5. eUMB creates affiliate ID (A01500)
Affiliate Online Application Form
Affiliate Online Application FormAffiliate Application Printout
UMB Affiliate• Has Self-Service Capability to update
contact information
• May be an authorized user of eUMB applications
• Listed in UMB Web Directory
Procedure for Validating Affiliates• Pick up the stack for people in your department
• Return to Help Desk all affiliate verification forms that have changes or missing a sponsor
• Use the sponsor listing to get appropriate sponsor signature
• Affiliates not validated by sponsors will be de-activated or affiliates who do not submit a form will also be de-activated
Self Service for Employee and Affiliates
https://Myumb.umaryland.edu
Questions?
UMB ONE CARDWhat’s New
New ID System
On-Line
Feeds From CITS Directory
Source Directory
Data From HR & SIMS
Must Be In One Of These Systems For Your Data To Appear In The One Card System
New Employee
Paid by the University of Maryland, Baltimore
Type Can Be Faculty or Staff
If New Hire Is A Student - Majority Of Data Comes From SIMS
Process – Add A New Employee• Follow Instructions www.umb-one.umaryland.edu
• Create Temporary Stub Record
– Waiting for Permanent Payroll Record
– Send email to umb-one@af.umaryland.edu
– Updates every 30 minutes
– On the Half-Hour
» Name- First & Last
» Birth date
» Last 4 digits of SS Number
» School
» Faculty/Staff
One Card Office
• Call 6-6943- 6-MyID
• Several Folks Are Available To Create Temporary Record
• Expect Same Day Service
• Check Campus Directory Before Your New Employee Walks Over To The One Card Office
Location: 222 N. Pine Street, Student Center,
2nd Floor, Suite 207,
Open – 8:30- 4:30, Monday - Friday
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