Welcome to the Payroll/HR Users Group (PHRUG)

1. Welcome to thePayroll/HR Users Group(PHRUG) Monday, June 5 1:30pm – 4:30pm

2. Today’s Agenda • Welcome and Opening Remarks • Announcements • Presentations • Entering Employees – Address Book • Retirement Contributions • Deferred Compensation Rules • Payroll Card • Reconciling Payroll to General Ledger • Encumbering Payroll • Break out session 2

3. Announcements • HR/Payroll Training coming soon! • Help Desk • Open Enrollment • Update on RFP Process 3

4. Explanation of Address Book Entering an Employee in NIS

5. When adding a new employee, on the Employee Information – Address Book Revision screen, you will need to complete and/or tab through EACH and EVERY field on the Address Book tab and then click on the Mailing tab. 5

6. You will not have an OK button until you have tabbed through each field and clicked on the Mailing tab. Continue to complete the information on the Mailing tab and click OK. 6

7. Dependent/Beneficiary Tax ID • The following information is located in the HR/Payroll documentation on the NIS Website. If you do not have a Tax ID for a dependent/beneficiary, please reference these instructions: • http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/hrp/HRP_WI_L3_T5.a_Enrollment_of_Dependent_Beneficiary.pdf 7

8. Tax ID – Dependent/Beneficiary Social Security Number • When entering a newborn dependent/beneficiary when a social security number has not yet been assigned, enter “NEWBORN”. • When entering a trust or estate that has not yet been issued a number, enter “TRUST”. • When the employee does not know the dependent/beneficiary social security number but will be giving it to HR at a later time, enter “PENDING”. • When the dependent/beneficiary does not allow use of their social security number, or they are unable to provide it, use “UNAVAILABLE”. 8

9. Retirement

10. January 1, 2007 Retirement Plan Changes in NIS • NIS & DAS–Employee Benefits will make the following changes for agencies: • Stop each employee’s active enrollment in RET00000 (DBA 1117) • Change the % on Plan ID RET00001 (DBA 1110) to 4.8% • Employee’s eligible to participate in Retirement on or after January 1, 2007 should be enrolled in RET00001. Plan ID RET00000 will be removed from the Benefit Groups after all December payrolls have processed. • By July 31, 2006, any RET00000 with a begin date after January 1, 2007 should be deleted by the agencies. The begin date on RET00001 will need to be changed to the first day of the pay period to be paid in January 2007. 10

11. Payroll Card

12. Payroll Card • Have you encouraged employees to use card? If not, why? • Who is using the card? • Any issues? • Benefits of using Payroll Card • Instructions for using Payroll Card on State Accounting website. 12

13. Reconciling Payroll to General Ledger

14. Reconciling Payroll to General Ledger • Complete this process after State Accounting has posted Payroll. • Payroll Journal Entries are normally posted 2 business days before warrants are distributed, regardless if you are bi-weekly or monthly. 14

15. Reconciling Payroll to General Ledger • Two Methods • Payroll Journal Proof/Edit Report (R05229) • Payroll Register Report (R073012) 15

16. Method #1: Payroll Journal Proof/Edit Report (R05229) • If you have one or two funds and/or one or two business units, use this method. • Reconcile the Payroll Journal Proof/Edit Report (R05229) to the General Ledger. 16

17. Method #2: Payroll Register Report • If you have more than two funds or more than two business units, use this method. • Run the General Journal by Batch Report • Sort and subtotal • Compare to Payroll Register Report • Detailed instructions for Reconciling Payroll to General Ledger using the Payroll Register Report can be found in the State Accounting Manual on the State Accounting Website. 17

18. Encumbering Payroll

19. Encumbrance Process • CERTIFICATION OF PSL: • Certified Encumbrances – PSL Only (Account 511100 to 5129900) • Biweekly Payroll Only • Payroll dates: July 5 and July 19. If you have a portion of June payroll posting August 2, please contact State Accounting. • Certification Date: July 31, 2006 (See attached Schedule) • Can utilize Import / Export of Payroll Journal Entry but be sure to calculate % of payroll to encumber. 19

20. Encumbrance Process • June 30, 2005 Manual Encumbrance: • Cleared from the books. NO MANUAL ENCUMBRANCES AT FISCAL YEAR END. • If carried over, must delete in June, 2006 and recreate July, 2006 20

21. Encumbrance Process • Allotment Status Encumbrances: • Only Open Purchase Orders • Open Purchase Orders at fiscal year end. It is very important to insure that they are correctly encumbered. • Run the Allotment Status Encumbrance Detail Report and Review every open PO’s to insure that they are correctly open. • Coding of the purchase orders. Ensure that they are coded correctly. 21

22. Encumbrance Process • LIQUIDATING AN ENCUMBRANCE • NIS Training Manuals: Mini Manuals > Liquidating an Encumbrance • http://www.das.state.ne.us/nis/trainingmanuals/810_training_manuals/bu/18_BU_WI_L1_T7a_Liquidate_Manual_Encumbrance.pdf 22

23. 2006 Encumbrance Schedule 23

24. 2006 Encumbrance Schedule 24

25. Break Out Session

26. Breakout Session Instructions – 10 minutes • Ask a question and work as a group to answer it. Write the question and its answer on the paper. • Discuss possible improvements to the system. Write the improvement with a possible resolution on the paper. • Pick one person in your group to present one question from your paper to the large group. blue orange blue 26

27. Thank you for coming!Please remember to fill out an evaluation!