HR/Payroll Conference Call November 19, 2013

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Agenda • HR Updates

• Annual Enrollment Review

• Payroll/Time Updates

• Pay Statement Changes

• Required Update for NC Tax Withholding

• Other Year End Reminders

• Return to Eastern Standard Time

• New CAT2 Enhancement

• Investigatory Placement Leave Update (A/A 9690)

• Adverse Weather Expirations in January 2014

Annual Enrollment

• Annual Enrollment ended on 11/15/2013 • Reviewing enrollments to ensure credits are applied correctly.

– PCP – All enrolled members must have a PCP to receive credit. – Smoker Attestation must have been completed during the enrollment

period. – Health Assessment must have been completed between November 1

2012 – November 15th 2013.

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Frequent Questions • My employee needs a W number (Subscriber number) to

complete the Health Assessment? – Not true. Employees should complete the Health Assessment directly

through the BEACON portal.

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Frequent Questions

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Frequent Questions • When can my new hire complete their 2014 enrollment?

– An annual enrollment link will be created the day after the employee completes their SHP enrollment. If you needed it sooner or do not see the link, please submit a ticket.

• How come my employee can not see their Health Assessment credit? – Remember, it will take two business days to see the credit applied in

BEACON. Assessments completed on Friday, will not show credits until Tuesday.

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Reminders • Flexible Savings Accounts

– New hires in November, FSA enrollment as a new hire is for December 2013 only. FSA enrollment for 2014 must be completed with the annual enrollment link.

• State Health Plan enrollments effective date January 1st – New hires must be entered/hired in BEACON before completing their

enrollment. – Health Assessment must be completed within the 30 day enrollment

period. – PCP and smoking attestation is completed during the enrollment. – Enrollment forms are not available, employees must complete the

enrollment through ESS.

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Pay Statement Changes

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• Additional sub-totals added to the Deductions section – Total Health Insurance – Total Other Deductions

• Impacts all pay statements viewed through ESS, PUOC_10

transaction, the “Mass Print” transaction, and the check stub portion of a physical payroll check – Modification moved to production on Friday. Prior period pay

statements now display this change

• Employees will see the new state health plan premiums and credits (if applicable) on their December pay statements

Pay Statement Changes

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• Example of December pay statement without change

Pay Statement Changes

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• Example of a December pay statement with new subtotals

Pay Statement Changes

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• Example of prior period statement from PUOC_10

Pay Statement Changes

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Decoding text labels for new health plans and credits • Plan indicators

– BASE 70/30 or BA 70/30 indicates the Traditional 70/30 plan – BYUP 80/20 or BY 80/20 indicates the Enhanced 80/20 plan – CDHP 85/15 or CD 85/15 indicates the Consumer Directed Health

Plan • For all credit lines

– HA stands for Health Assessment – PC or PCP stands for Primary Care Physician – NS stands for Non Smoker

Required Update for NC Tax Withholding

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• On Nov 12, NCDOR announced every employer must have all employees provide a new Employee’s Withholding Allowance Certificate, either Form NC-4 EZ or Form NC-4.

• The new form must be completed by the employee and provided to the employer so the correct amount of State income tax is withheld for any payment periods beginning on or after January 1, 2014

• If an employee fails to provide the employer with the applicable updated form(s), the employer is required to withhold North Carolina tax based on the status “Single” with no allowances – Tuesday night (Nov 19) Beacon will run a program to change the

NC withholding status to Single with 0 allowances effective 1/1/2014 for all active/inactive employees with a NC IT0210 record

– Employees in withdrawn status will be updated in December

Two New NC Tax Withholding Forms

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• Links to the new NC-4EZ and NC-4 forms are in the Payroll Forms section of the BEST website – http://osc.nc.gov/BEST/support/forms_py.html

• Employees will complete only one of the new forms – Form NC-4 EZ is a one-page form that NCDOR expects should

suffice for most employees – Form NC-4 is an extended withholding form which may provide

more precise withholding figures but will require historical tax return information and estimation of 2014 income, deductions, and credits from the employee

• NCDOR has a dedicated toll-free number available through 2/28/2014 to answer questions about the new withholding requirements

1-877-252-4487

Update NC Tax Withholding with ESS

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• Employees with ESS access should update their filing status and number of allowances online through the My Personal Data tab – ESS Maintain Tax Withholding Information job aid is available

through the Help function • CAUTION: ESS adds 7 days to the current date to determine

the effective date of a change – If the ESS default effective date is prior to January 1, employees

should change the effective date to January 1 avoid impacting their December pay check calculations

– BW employees must update data in ESS no later than December 27 to adjust tax withholding for the January 3 pay day

– MO employees must update data in ESS no later than January 24 to adjust tax withholding for the January 31 pay day

Update NC Tax Withholding IT0210

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• Agencies must collect signed forms for every employee who cannot update his/her NC tax withholding status online

• Agencies must enter this data in IT0210 using the PA30 transaction. – Both HR Master Data Maintainers and Payroll Administrators have

the ability to update data in IT0210 – Copy/Change the 1/1/2014 to 12/31/9999 record created by

Beacon. • BW employees changes must by keyed by no later than

December 27 to adjust tax withholding for the January 3 pay day • MO employees changes must be keyed no later than January

27 to adjust tax withholding for the January 31 pay day

Update NC Tax Withholding IT0210

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• New hires through December 31 will need to complete both a 2013 form and 2014 form

• Be sure to contact your special populations: – Retired LEO’s receiving supplement payments – RIF employees receiving severance payments – Separated or retired employees receiving final payouts – LOA employees or those receiving STD payments

• IT0210 tax withholding data is not in BI so BEST has created a query to give each agency their IT0210 data for NC

• Link to the NCDOR press release and Notification packet sent to employers

http://www.dornc.com/press/2013/nc4requirement.html

Recap-Update 2014 NC Tax Withholding

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• Notify your employees about the NC-4EZ and NC-4 forms and mandatory requirement to update for 2014

• Be sure employees know that if they do nothing, their NC withholding as of 1/1/2014 is Single with 0 allowances

• Encourage ESS users to update their own data online and caution them about the effective date

• Give a deadline for non-ESS users to turn in forms to their HR Master Data Maintainer or Payroll Administrator to be keyed

• Update IT0210 based on signed forms by payroll correction deadlines

Other Payroll Year End Reminders

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• Please check that you have sent funds to BEST if an employee has completed repayment of an outstanding claim amount this year. The repayment must be processed through payroll to adjust the employee’s taxable wages.

• Remind employees to verify their address is correct in BEACON. This is the address we use to mail the W-2.

• December paychecks will include the new state health plan premiums/credits.

Return to Eastern Standard Time

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• “Fall Back” occurred on November 3rd at 2:00 a.m. • Maximum of 25 hours could be worked and/or on-call • SAP limit is 24 hours in one day • Payroll Admin can enter additional pay amount on IT2010/19TS Transition Adjustment – posts to salary/wage accounts in GL

– WT1714 On Call Daylight Savings – posts to callback account in GL

– Maximum that can be entered is $10 – Always include a text note

CAT2 Enhancement eff. 11/15/2013

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• All CAT2 profiles have been enhanced to default showing the weekday along with the date on the Time Sheet Data Entry View screens.

• The CAT2 Record Time BPP has been updated and posted to the Training HELP website. It is located in the Time> BPPs folder. The revision date is 11/14/2013. (link below)

• http://www.osc.nc.gov/training/osctd/help/Time%20Management/BPPs/CAT2RecordTime.pdf

CAT2 Enhancement – cont’d

• In order to change the layout for the CAT2 screen, you can click on “Goto” and select “Settings”. Go to the “General” tab.

• To disable the weekday from showing, just uncheck the “Display weekdays” box.

• To adjust column widths, simply change the “Cell length”.

• Currently you cannot save these settings as a variant, but Production Support is looking into correcting that functionality.

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CAT2 Enhancement – cont’d

CAT2 Enhancement – cont’d

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Investigatory Leave update

• Effective 11/15/2013, the E8 error (Att/Abs not allowed w/IP >7/1/13) has been updated to a red hardstop error on the PT_ERL00 report.

• Reminder: the only acceptable A/A codes to be recorded during the IP action dates are 9690 (IP Leave) and 9300 (Holiday – if occurring within the action dates). 9500 may be entered on the first or last day of the action. All other A/A codes will generate an E8 error.

• If an EE is reinstated from an IP action, then separated the day after reinstatement, for that one day of reinstatement the EE should use 9690 and not use any other type of Leave or LWOP.

• Example: IP action dates are 10/1/13 – 10/10/13. EE is reinstated on 10/11/13, then separated eff. 10/12/13. The EE should record 9690 on 10/11/13.

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Adverse Weather Expirations - January 2014

• Please be aware of Adverse Weather liabilities that will expire

on 1/24/2014, resulting from Adverse Weather Leave recorded on 1/25/2013.

• Use the BI report on the Time tab to determine who has a

liability remaining at your agency. It is located under the Liabilities section. (B0210 – Adverse Weather Liability Report)

• There are currently 2,306 EEs statewide with an AW liability

that will expire in January 2014.

• Be proactive – don’t wait for the ZW error to show up during January payroll corrections!

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