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The following conference call is presented in audio and video and is being recorded.
If you have questions regarding any part of the content,
please contact:
Liz Brown
212/10/19
• HR-Payroll Conference Call Metrics
• OM/PA Updates
• Higher Level Pay – Acting
• Cosmetic System Changes
• January New Hire/Reinstatements
• Payroll Updates
• December Payroll Deadlines
• 2020 Payroll Update
• 2020 W-4 & Job Aid
• Time Updates
• New BOBJ Report – PPL
• Late Time Entry Reporting
• Adverse Weather Recovery
• Reminders for January 2020
• Benefits Updates
• Open Enrollment Updates
• Prudential – 401K and 457 - 2020 Limits
• NC Flex Updates
• BEST - Benefit Specialist Agency Assignments
312/10/19
November HR-Payroll Conference Call
12/10/19 4
• To increase efficiencies and reduce overpayments, a new wage type has been created to recognize temporary pay increases.
• Beginning January 1, 2020, the Basic Pay infotype (IT0008) will no longer be updated on Acting Pay or Temporary In-Range as the employee’s base pay/annual salary should not change with the processing of the actions.
• This process change does not apply to Acting Promotion Salary Adjustments since the employee transfers to a different position.
12/10/19 5
• For reporting and tracking, agencies still must process the appropriate acting pay/temp in-range action.
• Also, it is imperative to process the appropriate cancel pay action once the temporary duties end.
• When working the action, in addition to the notes outlined on the official action notes template, the action notes must include the following statement: “The temporary increase of $XXXX will be added to IT2010, Wage Type 1424.”
• HR should notify payroll and ensure they notify payroll in a timely manner when the payments start and when they should stop.
12/10/19 6
• The temporary increase monthly amounts should be entered via IT2010, Wage Type 1424.
• This infotype is not for reoccurring payments, though the agency may make multiple future dated entries.
• Only one entry should be effective each month or biweekly pay period.
12/10/19 7
• Starting with the January 2020 remuneration statements, these wages will be a line item in the Other Pay section titled “Temporary Higher Duty Pay.”
• It is the agency’s responsibility to explain this change to employees currently receiving acting/temporary pay and to let them know that as of their January check, they will see their temp salaries as a line item on their pay stub.
• The agency must process a New salary adjustment action effective 1/1/2020 for monthly or 1/11/2020 for biweekly agencies to reset the employees’ salaries back to their correct base pay/annual salary.
• HR should then coordinate with payroll to being the IT2010 entries.
• All actions to convert existing employees MUST be processed by COB 1/20/2020.
12/10/19 8
12/10/19 9
• For more information on this new process, please refer to the OSHR memo dated November 18, 2019.
• For actions questions, contact Theresa Jeffries, BSS at 919-707-0618 or [email protected]
• For questions surrounding the process change contact Andrea Porterfield, Salary Administration Manager at 984-236-0851 or [email protected]
12/10/19 10
• You will notice some minor changes that went into the system after the system patching that occurred this past weekend.
12/10/19 11
IT0041 has more lines than it used to.
The vacancy pop-up box on IT0001 has a new look.
• Per policy (State Human Resources Manual – Section 5 Page 71): “If a holiday falls at the first of a month and the employee begins work on the first available workday, pay is received for the holiday…”
• New Hires/Reinstatements (return to work) with a first day of work on 1/2/2020 should be hired effective 1/1/2020 to ensure they receive pay for the New Year’s holiday on 1/1/2020.
• The Saturday new hire date is 12/28/2019 for Bi-weekly employees for the pay period including the New Year’s Holiday.
• For transfers and Non-BEACON to BEACON, remember to work with the releasing agency to determine who will be paying for the holiday.
12/13/2018 12
• Due to the December Holiday – Payroll Initialization and Corrections will start on Thursday, December 12, 2019
• Payroll will be locked at noon on Tuesday December 17, 2019. Please make sure all entries are in the system before the noon run.
• Special off cycle run on December 30, 2019 for both biweekly and monthly employees who do not receive full base pay only. The checks will be dated December 31, 2019 and mailed to the home address of the employee. The request must be submitted by noon on December 30th.
12/10/19 13
• 2020 Social Security Annual Limit Wage Base will be $137,700, which is an increase of $4,800 from $132,900 in 2019.
• 2020 Federal W-4 Form – Final version released on 12/4/2019.
• 2020 Publication 15 (Employer’s Tax Guide) final version has not been be released yet.
• 2020 Publication 15-B (Employer’s Tax Guide to Fringe Benefits) final version IRS has not released. This release is important to confirm any changes that would affect Commuting (Cents-Per-Mile Rule) and Taxable Fringe Benefits.
12/10/19 14
The 2020 Form W-4, Employee’s Withholding Certificate, will be available 12/24/2019 on ESS for 1/1/2020 tax changes. The Internal Revenue Service (IRS) is not requiring all employees to complete a new W-4 form, withholding will continue based on your previously submitted (electronic W-4 form in ESS or paper W-4 submitted to HR). However, certain employees will be required to use the new form: those hired in 2020 and anyone who makes withholding changes on or after 12/24/2019.
If the employee needs help understanding the W-4 Form (Please don't provide tax advice): Please encourage the employee to read the instructions that are included with the form (https://www.irs.gov/pub/irs-pdf/fw4.pdf) before completing the 2020 Form W-4. The employee must complete Steps 1 and 5. Steps 2, 3, and 4 are optional, but completing them will help ensure that your federal income tax withholding will more accurately match your tax liability.
Step 1 is for your personal information and filing status.
Step 2 is for households with multiple jobs. The employee has three options but only should choose one:
Option (a): Use the IRS’s Tax Withholding Estimator (www.irs.gov/W4App) for this step (and Steps 3 & 4).
Option (b): Use the Multiple Jobs Worksheet on page 3 (https://www.irs.gov/pub/irs-pdf/fw4.pdf ) and enter the result in Step 4(c).
Option (c): Check the box - If there are only two jobs total, you may check this box. Do the same on Form W-4 for the other job. This option is accurate for jobs with similar pay; otherwise, more tax than necessary may be withheld.
Step 3 is used to claim tax credits for dependents.
12/10/19 15
Step 4 is for other adjustments.
4(a) Other Income - Additional income such as interest, dividends, retirement income, etc.
4(b) Claim itemized deductions that exceed the standard deduction.
4 (c) Extra tax you want withheld.
Step 5 is where you sign the form (electronic signature in ESS).
Claim Exemption:
You may claim exemption from withholding for 2020 if you meet both of the following conditions: you had no federal income tax liability in 2019 and you expect to have no federal income tax liability in 2020. To claim exemption from withholding, certify that you meet both conditions above by writing “Exempt” on Form W-4 in the space below Step 4(c). Then, complete Steps 1a, 1b, and 5. Do not complete any other steps.
The IRS has also published Frequently Asked Questions that the employee may find helpful while completing the form (https://www.irs.gov/newsroom/faqs-on-the-draft-2020-form-w-4).
12/10/19 16
12/10/19 17
• Bank change requests received in the HR Office• Fraudulent activity has been on the rise with requests to
change bank information that appear to be from an employee.
• DO NOT make a bank change from an email or form request from an employee without verifying with that employee.
• Verify that the employee is making this request.• Emails and Forms can be forged – Ensure that the employee is
making the banking change request• Review Employee’s work email address for accuracy• Review Employee’s work Phone Number • Verify verbally with the employee.
• Encourage employees to use ESS to make their own changes!
12/10/19 18
• A new BOBJ report is available to track the entitlement and usage of Paid Parental Leave (Quotas 38 & 39)
• The report is located under the PA: Quota Usage folder.
• The report is titled B0016 – Paid Parental Leave.
• Please use this report to monitor/track PPL usage as needed.
1912/10/19
• The agency reports that Ray Scerri has been sending to HR Directors are now being sent by Time Operations.
• Since initialization for December monthly payroll is 12/12/2019, these reports are being sent earlier.
• Agencies should be running the following 2 BOBJ reports routinely to stay ahead of this:• B0208 – Late Approvals
• B0209 – Late Timesheets
2012/10/19
• If there are Adverse Weather errors remaining when payroll starts on 12/12/2019, the affected employees may not be paid correctly.
• Most of the AW expirations occurred during the first 10 days of December.
• These errors should be corrected before payroll finalizes or some employees’ checks may be short.
• Link to job aid: https://files.nc.gov/ncosc/documents/Training/Job_Aids/Time/TM-23_Recovering_Adverse_Weather_Owed_1-15-19.pdf
2112/10/19
• A new entitlement of 24 hours of Community Service Leave (Quota 65) will be granted on 1/1/2020
• Annual rollover of vacation to sick occurs on 1/1/2020
• The use of A/A 9719 (Special Bonus FY19-20) could affect the rollover as explained in the Job Aid linked below:
https://files.nc.gov/ncosc/documents/Training/Job_Aids/Time/TM-26_Special_Bonus_FY19-20_and_Vacation_Rollover_9-16-19.pdf
2212/10/19
• Enrollments were loaded into the Integrated HR-Payroll System on 11/23/2019.
• BEST is currently working on data clean-up.
• State Health Plan: • December paychecks will reflect any changes made during Open
Enrollment.• Employee costs are the same as 2019; however, the employer cost has
increased.• Exceptions will need to be completed for any issues with enrollments if our
system and eBenefits match.
• NCFlex:• January paychecks will reflect any changes made during Open Enrollment.• HBRs have until 3/15/2020 to submit Exceptions regarding open Enrollment
changes.
12/10/19 23
• The IRS has announced contribution limits for 2020:• 401K Savings and Roth,
$19,500 with a $6,500 catch-up limit for employees age 50 and over.
• 457 Savings and Roth, $19,500 with a $6,500 catch-up limit for employees 50 and over.
12/10/19 24
• One Time Deferrals can be submitted anytime; however, we see them most often for:• Longevity• Leave Payouts
• The 2020 Benefits Guide (longer version), and two pager (with disability and without; monthly and semi-monthly) can now be found at:
https://oshr.nc.gov/document/ncflex-benefits-enrollment-guide
• Materials can be ordered on the HBR portion of the NCFlex website. Be sure to choose the link for the correct year (2019 or 2020).
• 2019 materials:• Enrollment Guides are still available (shorter guide). If you need additional
Benefits guides or Benefits Summaries, please reach out to NCFlex directly at [email protected], as they have some left in house.
• 2020 materials:• You can order Enrollment Guides (English and Spanish) and Disability booklets. • Benefits Guides will be available for order soon, but in limited quantity, as these
are intended for HBR use.
12/10/19 25
Name AgencyAssignment
E-Mail Phone Number
Darlene Yost Team Lead [email protected] 919-707-0670
Mary Williams-Farrington DPS [email protected] 919-707-0742
Vanessa Ford DHHS [email protected] 919-707-0671
David Matiukas DOT [email protected] 919-707-0729
Glenda Lassiter Temp Solutions / ACA
[email protected] 919-707-0664
Sheree Berry All Others [email protected] 919-707-0733
Catherine Nevil LOA/LWOP [email protected] 919-707-0438
12/10/19 26
2712/10/19
• OMPA Slide 6 – Will the Action Notes Template be updated to add the new required comments for Acting Pay/Temp In Range? Response - Yes.
• Payroll Slide 13 – Does the 12/17/19 noon payroll lock apply to the Bi-Weekly payroll for 12/27/19? Response -No.
• Payroll Slide 13 – Is finalization still on 12/19/19 for the 11/30/19-12/13/19 payroll period? Response - Yes.
• Payroll Slide 16 – Can an employee claim tax exemption for only 2 or 3 months, or do they have to claim for a full year? Response – Response - It is the employee’s choice for the number of months they want to claim an exemption.
2812/10/19
This presentation & recording will be posted on the OSC website
http://osc.nc.gov/
• Menu Path from OSC Home Page:
• State Agency Resources/Customer Service HR Payroll/Payroll Conference Calls, or
• Direct Conference Call Presentation Link:
https://www.osc.nc.gov/state-agency-resources/customer-service-hrpayroll/2019-hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 1/21/20 at 10:00 a.m.
2912/10/19
Payroll Operations
Kim Aldridge Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Angela Brown Accounting/Vendor/Direct Deposit Reversals Lead [email protected]
Lisa Chapman Settlements Lead [email protected]
Shelia Atkinson SHP Reconciliation Lead/ ORBIT contribution [email protected]
HR Systems Operations
Liz Brown HR Systems Ops Manager [email protected]
Darlene Yost Benefits OPS Lead [email protected]
Randy Keel Time OPS Lead [email protected]
Theresa Jeffries HR-OMPA Lead [email protected]
BEST Shared Services Call Center
David McAdams Call Center Manager [email protected]
Carla Brown Call Center Supervisor [email protected]
Vanessa Harris Call Center Supervisor [email protected]
3012/10/19
