PRESENTERS Jackie Ball
HR-Service Center Supervisor, Human Resources
Kamaria JacksonIT Manager, Human Resources
Candace ChowPayroll Manager, Financial Services
What is the Work Number ®? THE WORK NUMBER® is a service of TALX Corporation that provides an automated process to handle employment and income verifications within a matter of minutes. This fast, secure service is used for mortgage applications, reference checks, loan applications, apartment leases, government aid or most other applications that require proof of employment.
What the Work Number is Not® ?
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1. It is not a reference check system.2. It is not a credit score check system.3. It does not hit your credit report.4. It is not a tool to calculate years of service.
Why The Work Number® ?Employer 10 times more data
than any other provider Vast verifier network
maximizes return on investment
Limits exposure from subjective release of data
Data housed in TALX controlled facility
State-of-the-art data security and privacy
Dedicated Client Service Teams
Financial Stability Sustainable business
model (low cost to employer/ verifier)
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Verifiers FCRA compliance
mandates Industry designed formats
(Meet Fannie/Freddie reqs.)
TALX verification rates allow for a return on investment
Single source to access majority of working population records
Multiple access methods & ease of use
Access to IRS tax transcripts (self-employed records – req. by new Fannie/Freddie regulations)
Access to credit reports and other mortgage services through parent company, Equifax.
Employees Self-Service for the
Employee Only credentialed
verifiers with proper authorization access data
Rights protected as consumers (FCRA)
Online Employee Data Report (allows employee to view data)
Data is secure and private
Data is trusted by verifiers to be accurate (best possible rates)
Expedited verification process and faster loan approval
Ease of completing transactions
Who is Considered a VerifierQ: Who is considered an Employment Verifier with The Work Number?A: A verifier can be any lending institution, property manager or other business that needs to verify
employment or income.
Q: What is a Commercial Verification?A: Standard employment and income verifications are commonly referred to as commercial
verifications. Q: Does an employment or income verification take longer with The Work Number?A: No, it is typically turned around instantly. In addition, the automated service is available anytime,
anywhere. Q: What is a Social Service Verification?A: Typical social services verifications include TANF, Food Stamps, Public Housing, Medicaid, Child
Support, WIC, Welfare to Work/Job Corp Programs, Social Security, Supplemental Security Income (SSI), Social Security Disability Insurance (SSDI) and others.
Who is a UM Employee? Anyone who is paid through the State of Maryland and is in eUM. This does
not include payments through Accounts Payable, VA, UMMC, or FPI.
Who is the Employer? The University of Maryland, Baltimore.
The Work Number®
Employees:
• Direct the ‘verifiers’ (loan providers, mortgage companies, prospective employers) to The Work Number for all verifications of employment and income.
• When employees want to get their income verified, they should go to the www.theworknumber.com or 800-367-2884 TALX Service Center 24/7. With their employer code, UMID and PIN, they are able to create a salary key to pass along to the verifier.
Web Managers• Kamaria Jackson 63072• Jackie Ball 67600• Natasha Zhalkovsky 63072
Web managers are to be contacted for coupon codes only. Other Work Number issues should use the Client Access number.
TERMINATION
Current process – Termination is sent to Central Payroll Bureau (CPB) 60 days after termination effective date or action date, whichever comes later
**New** - Terminations will be sent to CPB 30 days after termination
PAYROLL PROCESSING
Payroll Adjustment Form Late adjustments may not be processed until next pay
period. Check due dates from the Payroll Calendar
http://www.fincsvc.umaryland.edu/payroll/calendars.cfm
Cost Center Report/Payroll Register Departments must run either of the report to ensure
employees are paid correctly. The last run (usually Friday) must be verified by the TL
Approver and keep on file.
PROCESS LEAVE PAYOUT Submit Payroll Adjustment Form (PAF) with
supporting documents: eUM Leave Inquiry Page (the most recent record):
Home > Compensate Employees > Administer Base Benefits > Inquire > UMB Leave Inquiry
Faculty Leave Record (Payout for Faculty) eUM Job Data/Compensation Page where you can see the
hourly rate and the termination effective date Run query UMB_ETS_TIMESHEET_HISTORY_EE to show if
employees have any missing timesheets Attach contract if the payout is for a CII Employee Show calculation of how you reach the payout amount
PROCESS LEAVE PAYOUT Complete Payroll Adjustment Form (PAF):
Enter Termination Date in ‘Dates of Service’ field Enter HRMS Account code ‘0000015682’ for
Termination > or = 7/1/12 Enter leave hours and payout amount on the form for
all employees have an eUM Leave record Enter proper leave adjustments using the Leave
Adjustment Earnings Codes (XVH, XVS, XHH, XHS, XPH, XPS, XSS, XSH) when necessary
EX.: Employee terminated effective 6/9/12, but accrued for the entire pay period due to late EA submission, department will have to adjust the leave balances Adjustments as below:Annual: 6.76928 (earned) – 3.384 (6.76928/2) = 3.38 hoursSick: 4.615 (earned) - 2.307 (4.615/2) = 2.308 hours
LEAVE INQUIRY PAGE
Term Eff 6/9/12: Leave Adj: -6.769 + 3.384 (1/2 PP) = -3.384 (XVS) -4.615 + 2.307 (1/2 PP) = -2.308 (XSS)
On PAJ: FPA 297.82 (301.20 – 3.38) FPH 32.00 XSS (2.31)
XVS (3.38) XPS (16.00)
LEAVE ADJUSTMENT Send FS-Payroll a PAF for leave adjustment
Supporting documents are required. Ex. Employee did not turn in an ETS- a paper timesheet was submitted with leave taken
Leave adjustment will be entered directly on Employee’s Leave Accrual page. The result will not appear on Cost Center Report/Payroll Register. It will appear on Leave Accrual Report
Zero out leave balances at termination
ETS STATISTICS A page created for departments to manage
timesheet completion, it can be found at eUM: Home > Self Service > Manager > View > UMB ETS
Statistics Query: UMB_ETS_CLOSED_TIMESHEETS
Recommend to perform bi-weekly reconciliation Timesheet can be processed in eUM with “open” pay
periods Timesheet cannot be processed in eUM with “closed”
pay periods
ETS STATISTICS Timesheet (TS) in “closed” pay periods
Reconciliation procedures: Paper TS with supervisor’s approval Departments to submit Payroll Adjustment with
paper timesheet as backup to FS-Payroll if leave was taken
TL Initiator enter and save “Reconciliation comment” on Statistics Page to remove a closed TS and file the paper TS
LEAVE Leave Accrual Report
Must run the report each pay period and verify after receiving email from FS-Payroll Report will not be correct if timesheets not in ‘loaded’
status so make sure employees submit timesheet on time
eUM is the official record so the leave payout is based on the balances in eUM
Year End Leave Rollover Process Maximum allowable carried over is prorated
based on FTE for employees working less than 100% and over 50%
DUAL EMPLOYMENT REPORT In compliance with a legislative audit
recommendation, CPB sends: Bi-weekly Dual Employment Report
listing new employees hired at UMB who are also on another state agency’s payroll
Quarterly Dual Employment Report listing employees appear on multiple state
agencies
BI-WEEKLY DUAL EMPLOYMENT REPORT FS-Payroll
Contact the Department PR Rep Campus Schools/Departments
Notify the employee’s supervisor of the multiple jobs situation
Advise supervisor to validate time worked submitted by the employee when approving
Employees appear on dual employment report must start documenting time worked at UMB with timesheet or course schedule with in/out time (if timesheet is not required or in/out time is not required)
QUARTERLY DUAL EMPLOYMENT REPORT FS-Payroll
Contact the Department PR Rep Documentation provided by departments Notify HR for employees claiming hours during the same time period
Campus Schools/Departments Notify the employee’s supervisor of the multiple jobs situation Advise supervisor to validate time worked submitted by the employee
when approving Employees appear on dual employment report must start documenting
time worked at UMB with timesheet/course schedule with in/out time (if timesheet is not required or in/out time is not required)
Contact the other state agency for the in/out time worked to make sure no overlapping hours were reported
Submit documentation to FS-Payroll quarterly
CONTACTS FS -Payroll
Phone: (410) 706-1243 E-mail: [email protected]
HR- Service Center Phone: (410) 706-7600