office of the comptroller · • software and implementation partner procurement (4-6 months) •...

OFFICE OF THECOMPTROLLERCOMMONWEALTH OF MASSACHUSETTS

HR/CMS USER GROUP MEETING

Commonwealth Briefings

Commonwealth of Massachusetts

Business Enterprise Systems TransformationProject Management Of f ice

Helen O’Malley, Project Co-LeadTryntje Bumgardner, Payroll Functional Lead

https://www.macomptroller.org/

https://twitter.com/MA_Comptroller

Initiative Background

• MMARS and HR/CMS are:

Built on aging software;

Not keeping pace with modern improvements in functionality, usability and cyber-security;

Highly customized;

Supporting inefficient business processes;

Not employing newer best practices such as paperless transaction processing, self-service, AI, robotic processing and access through mobile devices; and

Not in alignment with market trends moving rapidly in the direction of integrated Commercial-Off-the-Shelf (COTS) cloud-based solutions for finance, HR and other administrative functions.

• The Commonwealth is interested in securing a core foundation for enterprise administrative systems that includes replacing MMARS and HR/CMS and can grow to include additional functionality such as budget development, procurement, etc.

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Why “Transform” our core financial and administrative systems?

B u s i n e s s E n t e rp r i se S ys t e ms Tra n s fo rmat i o n

Preliminary Program Functional Scope

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CommBuys

Procurement

PPS

Payment Processing

MassCAP

Capital Bonding

MBA

Budget

MMARS

Vendor & Payee Mgt

MMARS

Accounts Payable

MMARS

Cash Mgt/Debt Payments

MMARS

General Ledger/Budget

MMARSFederal Grants

MMARS

Projects

MMARS

Cost Allocation

MMARS

Accounts Receivable/Billing

MMARSContracts/

Encumberance Mgt

MMARSFederal

Highway

MMARS

Labor Distribution

MMARS

Tax Reporting

HR-CMS

Time & Labor

HR-CMS

Payroll

Various

Leave Mgt

HR-CMS

Personnel Admin

HR-CMS

Classification/Compensation

VariousRecruitment/On-Boarding/EEO/

Exams

Various

Learning Management

MAGIC, MARIS

Benefits Mgt

CIW, Cthru, HR Analytics, Data Warehouse, Payinfo, Luminist

Reporting & Analytics

Asset Mgmt.

MMARS

MMARS

Financial Reporting

Various

Employee Relations

HR-CMS

Position Control

Various

Employee Performance

Other Related Interfacing Systems

Other Related Interfacing Systems

Oth

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Oth

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MMARS Functionality

HR/CMSFunctionality

Other SystemsFunctionality

Legend

ProposedScope


Program Scope and Timeline

• Scope: Select a software solution that provides a range of financial and human resource

management functionality with modern security and user features, and

Includes other core administrative and operational functions such as budget development/tracking, procurement, benefits administration, etc. for potential future consideration.

• Timeline: An overall 3-4+ year phased project to replace MMARS and HR/CMS:

• PMO Set Up & Pre-Procurement Activities (4-6 months)• Software and Implementation Partner Procurement (4-6 months)• Phase 1 (12-18 months) – TBD MMARS or HR/CMS

• Phase 2 (12-18 months) - TBD MMARS or HR/CMS

Additional modules may be rolled out if other enterprise applications are nearing their expiration dates and business owners see value in the procured software.

5B u s i n e s s E n t e rp r i se S ys t e ms Tra n s fo rmat i o n

Program Status

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July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun FY21FY2020

Establish PMO

Visioning

Procurement

Establish Governance

Procurement Completed 1st QTR FY2021

Pre-Procurement

Actual Plan

Key

Visioning Pre-Work


Executive Steering Committee Membership

Sponsors• Michael J. Heffernan – Secretary, Administration and Finance• Andrew Maylor – Comptroller • Curtis Wood – Secretary, Technology Services & Security

Executive Steering Committee• Suzanne M. Bump – State Auditor• Deborah B. Goldberg – State Treasurer• Ann Reale – Under Secretary of Education• Jeffrey Shapiro – First Deputy Comptroller• Marcel Vernon – Chief Financial Officer, Trial Courts• Jeff McCue – Chief Human Resources Officer

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Program Organizational Structure

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Executive SponsorsSecretary Heffernan,Comptroller Maylor,

Secretary WoodExecutive Steering

CommitteeProgram Management

Jordan HarrisHelen O’Malley Operations Work

Groups

Financials Lead

Sheila Tunney

HR Lead

Bill Weiss

Payroll Lead

Tryntje Bumgardner

Technical Lead

Chris Guido

Change Management

LeadTBD

Risk & Compliance Lead

Tatiana Peralta

• Key Decisions• Funding Authority• Scope Authority

• Advise Exec Sponsors• Assure Community

Collaboration

• Advise Func. Leads• Community needs• Community

Communication

• Manage Overall Program cost, schedule, scope, quality

Financial Reporting

Odile Breton

CommunicationsLead

Analytics & Business Intelligence Lead

TBD Chris Sicuranza

Operations Work Groups

• Structure: Number of groups will start at 2 (Financials and HR/Payroll) but may grow or sub-divide based on group

recommendations; sub-divisions may be by functional area or end-to-end work-processes. Group membership will represent the enterprise.

• Leadership: Groups to be led by relevant PMO Functional Leads

• Mission: Operate as two-way communication vehicles and provide advice to Functional Leads:

- Participate in Visioning and requirements gathering- Provide community input on direction and issues and- Communicate key issues to their communities to solicit feedback

Members will review work of Program teams and provide feedback based on their operational and functional expertise to assess how business will be supported by the new solution

• Commitment: Stable membership over program duration; frequency of meetings will vary (average is 2 meetings per

month) Examples of input will include: identification of inefficient tasks or functions in current business processes,

impact of proposed new process flow on business operations or existing regulations, and ways to improve data and reporting

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• Full Self-Service user experience for all Commonwealth employees

– Employee profile maintenance, benefits administration, absence management, manager

guided personnel administration and use of SSTA across enterprise

• Electronic Employee/Personnel Records

– Easily accessible and visible to all relevant stakeholders

• Retroactive Compensation Processing

– Highly customized, cumbersome for agencies and Retirement Board

• Employee push notifications via text/email

• Recruiting/On-Boarding solution(s) that addresses enterprise req.

• Schedule maintenance

– Optimize employee schedules, reduce labor costs, manage overtime costs and offer

employees flexibility

• HRIS/Analytics

• Learning Management System with partner non-profit/collaterals interfaces 10

I N I T I A L T H O U G H T S O N O P P O R T U N I T I E SH U M A N R E S O U R C E S

Questions and Comments

How Do We Work With You?

https://www.MABest.org/home

11B u s i n e s s E n t e rp r i se S ys t e ms Tra n s fo rmat i o n

https://www.mabest.org/home

State Engagement► $129 Million in Deposits to State Employees

► $105 Million in Loans to State Employees

► Opened 2,000 new accounts year to date for State Employees

► Gave out 1,200 new loans to State Employees

► Thank You

Holiday Products to Help Employees

CHRISTMAS CLUB

MetroCU.org

2020 Calendar► Orders are currently being fulfilled.

► To print an 8 ½ x 11 version go tometrocu.org/state

Quick Reminders

Only for State Employees

Free Lunch and Learns

Mortgage Rates Remain Low – Great Time to Offer a Mortgage Seminar!!

Metro Employees Give Back

Build-a-Bed – Coalition for the HomelessBuilt 40 Beds

Still She Rises Fundraiser Domestic Violence Awareness

Raised over $58,000

Annual Toy Drive

Happy Holidays!

Mary [email protected]

877-MY-METRO x 3504

Commonwealth Commuter ProgramsHR/CMS Meeting Agenda December 11, 2019

New Benefit Strategies website

Enrollments, Changes, Drops

FY20 Transit Process

FY20 Parking Process

IRS Limits

New Benefit Strategies WebsiteThe Commonwealth of MA Commuter Transit and Parking benefits have their own dedicated page located here: https://www.benstrat.com/clients/commonwealth/

Items found on this page are:

• Member login page

• Direct link to the election change E-Form

• FAQ

• Commuter Claim Form

• Process calendars

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Reminder: It’s All Online! No Paper Forms will be accepted!

https://www.benstrat.com/clients/commonwealth/

Enrollments, Changes, Drops

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Reminder: To enroll, make changes, or drop out – members must complete the Online Election Change E-Form

E-Form can be found on our website - here

Members are encouraged to review the Process Calendars for important deadline

The Process Calendars have been updated to align with the GIC FSA plan year (fiscal) running from July to June

If the agency coordinator receives an email notification for an employee that does not belong to their agency, please alert Benefit Strategies immediately

https://www.benstrat.com/ctbform/index.php

FY20 Transit Process Calendar

The deadline to submit the Jan 2020 Transit Election Change E-Form to Benefit Strategies was last Wed 12/04/19 at midnight. The Payroll deduction will be reflected on this coming Fri 12/13/19 check.

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https://www.benstrat.com/ctbform/downloads/schedule_transit-2020.pdf

https://www.benstrat.com/ctbform/downloads/schedule_transit-2020.pdf

FY20 Parking Process Calendar

The deadline to submit the Jan 2020 Parking Election Change E-Form to Benefit Strategies will be Wed 12/18/19 at midnight. The Payroll deduction will be reflected on the Fri 12/27/19 check

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https://www.benstrat.com/ctbform/downloads/schedule_parking-2020.pdf

https://www.benstrat.com/ctbform/downloads/schedule_parking-2020.pdf

Increased 2020 Tax Year

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Effective January 2020, the IRS has increased the pre-tax transit and parking limits for 2020 tax year from $265.00 to $270.00 per month

The deductions taken 1/10/20 paycheck date is for the transit benefit – will be funded on 1/20/20 and will be used towards Feb 2020 month expenses at the higher IRS pre-tax limit

The deduction taken on 1/24/20 paycheck date is for the parking benefit – will be pre-funded on 1/20/20 and will be used towards Feb 2020 month expenses at the higher IRS pre-tax limit

Have Ques tions ?We’ve got you covered.

Contact Information for Employees:

Mon → Thurs: 8:00am – 6:00pm ET

Friday: 8:00am – 5:00pm ET

(Automated system available at all times)

Text-To-Chat: 1-877-353-9442

Email: [email protected]

Toll Free: 1-877-353-9442

Language translation services available

Fax: 603-232-8079

Contact Information for Coordinators:Account Executive: Jasmine Shamer

Email: [email protected]

Direct Line: 603-232-8035

mailto:[email protected]


GIC Flexible Spending Account (FSA) ProgramsHR/CMS Meeting Agenda December 11, 2019

FY2020 Plan Year Dates

FY2021 Open Enrollment

New Hire Enrollments

Status Change Process Overview

Refund/Reclassification Requests Overview

Coordinator Termination Process Overview

GIC FY2020 Plan (Current)Plan Year: July 1, 2019 – June 30, 2020

2 ½ Month Grace Period: September 15, 2020

Claims Filing Deadline: October 15, 2020 (Submissions received after this date will not be accepted. Please remind employees of this)

HCSA $250-$2,700

DCAP up to $5,000 per plan year*

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*Maximum Per Pay Period: $96.15 Weekly ; $192.30 biweekly

GIC FY2021 Open EnrollmentOpen Enrollment upcoming in Spring of 2020

NEW IRS Maximum HCSA election amount of $2,750 – Expect payroll adjustments effective in July

Reminder: It’s All Online! No Paper Forms will be accepted!

New Hire Enrollments

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Reminder: All enrollment must be done online by the member. Employee completes election/enrollment e-form within 10 calendar days of hire date.

Form can be found here: https://www.benstrat.com/gic/

60 day waiting period for HCSA benefit; refer to calendar for HCSA effective date for new hires. No waiting period for DCAP benefit; effective immediately from date of hire.

• Enrollments received after 10 calendar days from date of hire will be denied

• Email Confirmation will be sent to FSA Coordinator to enter into payroll system

• If inaccurate effective dates and/or effective dates are found – email [email protected]

• Make sure the number of payroll deductions are accurate for a mid-year enrollment

• Collect necessary documentation

• Provide Guidance on FSA Benefit

• Provide FSA Member Handbook - 2020 GIC FSA Handbook

Coordinator Reminders

https://www.benstrat.com/gic/

https://www.benstrat.com/downloads/GIC-FSA-Handbook-2020.pdf

Process Overview – Status ChangeMember Submits Request

• Status Changes must be submitted by the participant within 60 days after the event occurs

• This is now an online request. Please direct employees to the status change form on our website: Change in Status section

Coordinator Approves/Denies• Once the employee submits the request, the

coordinator designated to your agency will receive an email requesting approval or denial

Coordinator Gathers and Uploads Documents• Supporting documentation is required for all Status

Changes and must be uploaded by the coordinator when responding to the request

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E-Form for S ta tus Change/Mid-Year Enrollment

www.benstrat.com/gic-fsa/

Process Overview –Refunds and ReclassificationAgency Coordinator Submits Request

• Refund and Reclassification requests must be submitted using the online form, on our website, under Coordinator Resources section

• You must provide details – assume the reader has no information on the case/situation

• If inadequate details are provided, you risk denial of the request

GIC Approves/Denies• GIC is sent requests bi-weekly for approval/denial.• There is no appealing the GIC decision

Notice of Approval/Denial Sent to Coordinator• Coordinators receive an email informing them of the

approval/denial. • You must communicate this to your employee• You may not change or stop deductions unless you

have received approval/denial confirmation• New! Ability to attach supporting documentation

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E-Form for Refund and Reclassification requests

www.benstrat.com/gic-fsa/

Process Overview –Coordinator Termination Form

Form is ONLY used when employee has already ended employment and did not submit Status Change Form

Form can be found on our website, under “Coordinator Resources” Section here: https://www.benstrat.com/gic/

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New E-Form for coordinators to report end of state employment on behalf of FSA participants

E-Form for Coordinator Termination

NEW Job Aid available on Benefit Strategies website

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SMART Plan Agenda

Presented by Rob Young, Manager, Participant Engagement

2020 New Contribution Limits SMART Active Choice form Authorization for Plan Service Center Questions

2020 New Contribution Limits

The limit on elective deferrals has increased to $19,500.

The age 50 catch-up amount for participants aged 50 remains at $6,500.

The new limit for participants utilizing the Special Catch-up program is $39,000.

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Active Choice Enrollment

Please use HR/CMS codes

No multiple or ambiguous Division names

It works! 1,688 new enrolls (through 10/31)

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Active Choice Enrollment

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Plan Service Center Access

Security issue – don’t share passwords

Efficient contribution changes

One simple step….

Please contact SMART Plan with any ???s

[email protected]

Plan Service Center Access

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CTR contact for SMART Plan updates ---Ashley Nelson

[email protected]

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Questions?

Thank you

The Massachusetts State Employees’ Retirement System

HR/CMS User Group Meeting – Dec. 11, 2019

Office of State Treasurer Deborah B. Goldberg mass.gov/retirement

The Massachusetts State Employees’ Retirement SystemYou Serve the Commonwealth. We Serve You.

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Points of Discussion

• How to properly fill out a Commonwealth Agency New Member Enrollment Form;

• Employers must use the most current MSRB forms which are posted on the MSRB website;

• It is extremely important that employers return the New Member Enrollment Form in a timely manner.



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Toll free (within MA only)(800) 392-6014

E-mail: [email protected] or

[email protected]/retirement

Contact us

MAIN OFFICEOne Winter Street, 8th Floor

Boston, MA 02108Tel. (617) 367-7770 Fax. (617) 723-1438

REGIONAL OFFICE436 Dwight Street, Room 109A,Springfield, MA 01103Tel. (413) 730-6135Fax. (413) 730-6139

Walk-in Appointment Hours: 10:00 a.m. – 3:00 p.m.

3/13/2019



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Questions?

?



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Points of Discussion

• Deducting Retirement Contributions on Retroactive Earnings

• Deducting Retirement Contributions on Ineligible Earnings

• Providing Retiree Salary Information to the MSRB



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Deductions & Retroactive Earnings

• Retroactive deductions should not be processed as make-up payments. Retirees are not allowed to buy back service using make-up payments.

• Retroactive earnings must have retirement deducted.



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Earnings Not Subject to Retirement

• Deductions taken on overpayments to members:1. The member is not entitled to a refund from the

MSRB, because they were not entitled to these earnings.

2. The member’s employer must submit a receipt voucher to take back deductions on overpayments.

• Please note: 960 hour employee earnings are not subject to retirement.



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Reporting Retiree Salary Information

• Salary rates must be reported as they were scheduled to occur not when the retroactive compensation was received.

• Salary rates reported incorrectly cause accounts to appear as though excess retirement deductions were taken in error.

• MSRB representatives must contact agency payroll personnel to resolve these discrepancies, which then delays the retirement process.

o The process of



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Example: Salary Rates Reported Incorrectly

• A member retires effective June 30, 2018. This member contributes to the MSRB at a flat rate of 7%.

• The scheduled salary rate from 1/7/18-6/30/18 was $55,000, but the member was not compensated at this rate until pay period beginning on 3/18/18. The retroactive compensation due is included in the member’s check for pay period 3/18/18 - 3/31/18.

• The agency reports salary rates as $50,000 from 1/7/18-3/17/18 and $55,0000 from 3/18/18 - 6/30/18.



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Example Continued – Deduction Balance

1/7/18 - 3/17/18

1. $50,000 x 7% = $3,500.00

2. $3,500/26 = $134.62 per pay period

3. 5 pay periods occur from 1/7/18 - 3/17/18.

4. $134.62 x 5: $673.10 (expected deductions)

5. $673.10 was received during this period

6. $673.10 - $673.10 = $0 (no variance)



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Example Continued – Deduction Balance

3/18/18 - 6/30/18

1. 3/18/18 - 6/30/18: $55,000 x 7% = $3,850.00

2. $3,850.00/26 = $148.08 per pay period

3. 7.5 pay periods occur between 3/18/18-6/30/18

4. $148.08 x 7.5 = $1,110.60 (expected deductions)

5. $1,177.90 (deductions received)

6. $1,177.90 - $1,110.60 = +$67.30 (variance) ??



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Example: Salary Rates Reported Correctly

• Agency reports salary rate as $55,000 from 1/7/18-6/30/18.

1. $148.08 per pay period

2. 12.5 pay periods (1/7/18-6/30/18)

3. $1,851.00 (deductions expected)

4. $673.10 + $1,177.90 = $1,851.00 (received)

5. $1,851.00 - $1,851.00 = $0 (no variance)



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Toll free (within MA only)(800) 392-6014

E-mail: [email protected] or

[email protected]/retirement

Contact us

MAIN OFFICEOne Winter Street, 8th Floor

Boston, MA 02108Tel. (617) 367-7770 Fax. (617) 723-1438

REGIONAL OFFICE436 Dwight Street, Room 109A,Springfield, MA 01103Tel. (413) 730-6135Fax. (413) 730-6139

Walk-in Appointment Hours: 10:00 a.m. – 3:00 p.m.



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Questions?

?

Welcome

Kevin McHughState Payroll Director, CTR

CTR Payroll User Group

Year End Processing

Kevin McHughAssistant Comptroller

W-2/W-2C and 1095-C Consent

• Employees can review the disclosures and sign up for secure, paperless delivery

• Self Service > Payroll and Compensation > W-2/W-2c Consent

• Self Service > Benefits > 1095-C Consent

• To consent, select the checkbox and submit

• If the status is “Consent received.” or “You currently receive Form 1095-C statements electronically”, no further action is required.

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Go Paperless!!

• All employees are encouraged to Go Paperless!!!• Electronic delivery of W-2 and 1095-C forms provides

early access to forms (Helpful for students/parents applying for Financial Aid or for anyone to get your refund faster!!).

• Access is secure within HR/CMS.• Lost, stolen, delayed or misplaced paper forms expose

PII (Personally Identifiable Information) to possible fraud.• Electronic form allows you to “cut and paste” values into

online tax preparation software.

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W-2 and 1095-C Distribution

• Paper Delivery:– Update “Home Address” by January 8– Mailed to employee’s Home address– Postmarked by January 31st

– Avoid using PO Box as Home Address• Returns: Undeliverable Forms returned to CTR• Reprints:

– Use HR/CMS Self-Service (All Employees have access regardless of Consent Status)

– Contact Department for W-2 prior to 2012

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Preparation for Tax Year End

• The Last Pay Period for 2019 W-2 Reporting is 12/21/2019.

• Last pay period to correct:– CAR and other non-cash taxable

benefits– All Taxes including Medicare and PFML

• Review HMTAX010 Report for potential Medicare Tax Errors

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Tax Year End

• Receipt vouchers for pay period ending 11/23/19 or earlier should submitted to RET by Dec 6.

• Receipt vouchers for pay period ending 12/7/19 must be submitted by Dec 14.

• Receipt vouchers for pay period ending 12/21/19 must be submitted by Dec 28.

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Deferred Compensation Refunds

• All “Deferrals-in-Error” or “over contributions” need to be refunded to the employee (cash in hand) prior to 12/31 in order to have the W-2 updated correctly.

• Refund requests go to TRE c/o Jane Waldron. [email protected]

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Fringe Benefits

• Includes an employee’s use of an employer-provided vehicle for business purposes which is also used for personal commuting.

• Fringe benefits must be added to an employee's federal and state taxable gross income and are subject to federal and state income tax withholding and Medicare taxes.

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Employer Provided Car Benefit

• Non-cash payment included in Paycheck• Departments should be entering all CAR

imputed income via HR/CMS• Period is November 1 to October 31• Code is “CAR” (amounts) • $1.50 per commute – or Amount

Submitted by Employee on OSD Form• See OSD Memo posted on CTR

Homepage

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New CY 2019 W-2 Updates

• Employee Shares deducted for Massachusetts Paid Family Leave will be reported in Box 14

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W-2 Form Corrections

• Department submits Request for Correction Form and copy of original W-2 along with memo explaining reason for correction.

• CTR will process in HR/CMS. • Employee will get a notification when

available online in HR/CMS Self-Service

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ACA Employee Reporting

• Employer Shared Responsibility (ESR)– IRS Form 1095-C – Employer is responsible to provide an offer of

insurance only to ACA full-time employees– for ACA full-time employee for any month of the year

• Minimal Essential Coverage (MEC)– IRS Form 1095-B– GIC plans are compliant with MEC for eligible

employees– Form includes information on both employee and

beneficiaries coverage

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Who will get the form? What will they see?

• Employees who work 30 or more hours a week on average or 130 or more hours a month during 2019

• If an employee does not meet the definition of ACA full-time during the year, they will NOT receive a form

• Box 14 – Offer of insurance• Box 15 – Lowest cost employee self coverage• Box 16 – Safe Harbors Affordability• There will be NO information in Part III

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Preview of 2020 Tax Changes

• See CTR Tax Update Memo for full list of changes• State Unemployment and EMAC

– The UI rate is 0.2% (0.3% in 2019)– EMAC rate is 0.34% (0.51% in 2019)– EMAC cap remains $15,000– New rates take effect 1/1/2020

• Qualified Transportation Fringe– The amounts that may be excluded from gross income for employer-

provided QT fringe benefits and qualified parking for 2020 will increaseby $5 to $270/month

– DCAMM’s Government Center FMV will increase by $8 to $434/month (Current HR/CMS entries need to be increased by $3/month)

– DCAMM’s Merrimac Street FMV will increase by $10 to $240/month (Current HR/CMS entries need to be increased by $5/month)

– Processed in arrears – January benefits paid for in February69

2020 Tax Changes

• Health flexible spending arrangements– For plan years beginning in 2020, the dollar limitation under IRC §125(i)

on voluntary employee salary reductions for contributions to health flexible spending arrangements increases to $2,750 ($2,700 in 2019).

• Standard deduction – The standard deduction amounts for 2020 increase to $24,800 for

married couples filing jointly or surviving spouses ($24,400 in 2019), $12,400 for single taxpayers and married taxpayers filing separately ($12,200 in 2019), and $18,650 for heads of household ($18,350 in 2019).

• Federal tax levies– The Tax Cuts and Jobs Act altered the way the amount of wages, salary,

or other income exempt from a federal tax levy is calculated. For taxable years beginning in 2019, the dollar amount used to calculate the amount determined under IRC §6334(d)(4)(B) is $4,300 ($4,200 in 2019).

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Resource Documents

• Annually, the IRS releases inflation-adjusted payroll amounts. This information can be found on the IRS website

• https://www.irs.gov/newsroom/irs-provides-tax-inflation-adjustments-for-tax-year-2020

• https://www.irs.gov/pub/irs-drop/rp-19-44.pdf• Core users can sign up for news releases, tax

law updates and general tax information at https://www.irs.gov/newsroom/e-news-subscriptions

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https://www.irs.gov/newsroom/irs-provides-tax-inflation-adjustments-for-tax-year-2020

https://www.irs.gov/pub/irs-drop/rp-19-44.pdf

https://www.irs.gov/newsroom/e-news-subscriptions

Welcome



Department Reminders

Kevin McHughAssistant Comptroller

Department Reminders

• New Job Aids are available for processing Non-Resident Alien employees.

• Process timely transactions for all hires.• DO NOT hire without a valid SSN. If HR/CMS prompts

occur with “employee exists” then add an Employment Instance using the existing Empl ID. DO NOT create another Empl ID with the same SSN.

• Before transferring employees using Manage Transactions in HR/CMS, departments should always contact the transferring agency. The Transfer Contact list is located on the HR/CMS Knowledge Center.

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Accelerated Christmas Payroll

• Payroll Processing for PPE 12/21/2019 will be accelerated because of the Christmas holiday

• HR/CMS will be unavailable after 6pm on Monday, December 23rd

• Payroll will be run overnight to ensure Treasury can deliver ACH files to banks

• There will be no predictive on Tuesday, December 24th

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New W-4 Form

• HR/CMS will be using the new W-4 form• Who submits a new W-4?

– All 2020 new hires– Anyone who has a withholding change

• The IRS recommends all others perform a Paycheck Checkup to withhold the right amount. https://www.irs.gov/paycheck-checkup Users will need current pay advice and tax return

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https://www.irs.gov/paycheck-checkup

Updating Tax Data

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• Select “2019 or Earlier” when creating/inserting an employee Tax Data record that will include only new or changed State Tax Data for an employee who had not yet submitted Federal Form W-4 for tax year 2020 or later

Updating Tax Data

• Select “2020 or Later” when creating/inserting an employee Tax Data record that will include new or changed Federal Tax Data from Federal Form W-4.

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Self-Service W-4 Submission

• After 1/1/2020, employees who complete the W-4 online will be using the new Federal Form W-4

• After selecting the Submit button, employees will be asked to verify their identity

• They should enter their login password and select the Continue button

• The Submit Confirmation notice informs employees that this action only updates their Federal Tax Data. If they need to update their M-4, they will need to submit a paper request to the ESC or their local Payroll office

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W-4 Re-certification for Exempt Employees

• Employees who claim exempt must re-certify their status every year

• Employees will receive a system generated e-mail reminding them that they have to re-certify their status or they will be reset.

• The Comptroller’s Office will monitor exempt employees to insure that they have valid e-mail addresses in HR/CMS

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Lock-In Letters

• If the IRS determines that an employee does not have enough withholding, they will require and increase in the amount of withholding tax by issuing a “lock-in” letter that specified the maximum number of withholding allowances permitted for the employee.

• Core users will continue to be able to “lock-in” employee records preventing employees from increasing their withholdings.

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Paid Family Medical Leave

• There are three statuses for PFML:1. Exempt2. Paid by Department3. Subject

• New Hires will default to “Subject” and require departments to manage.

• When handling “shared” employees departments should confirm with other department for specific status

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PFML Tax Data Panel

• Exempt from SUT/UI = Exempt from PFML• The data is available in CIW Table

dbo_ps_state_tax_data. The key fields are sut_exempt, fli_status, and mli_status

• Review the Maintain Employee Tax Data job aid

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Access to DUA Online

• Departments should not contact DUA directly• Email requests to [email protected]• Requester will receive an “UI Online User Profile

Designation Form” • The form must be completed and signed by an

Authorized signatory• Scan and e-mail the completed and signed form

to [email protected]

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DUA Access

• Please do not forward the form to DUA. Doing so will result in a delay of the User getting access as DUA does not give access to Users from Departments within the Commonwealth.

• Upon receipt of the form, the Statewide Payroll Team will initiate a user profile. When completed, the user will receive a system generated e-mail with instructions. Please note that the link is only good for 96 hours.

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DOL Issues Final Overtime Rule

• Raises the "standard salary level" from the currently enforced level of $455 to $684 per week (equivalent to $35,568 per year for a full-year worker);

• Raises the total annual compensation level for "highly compensated employees (HCE)" from the currently-enforced level of $100,000 to $107,432 per year;

• Allows employers to use nondiscretionary bonuses and incentive payments (including commissions) that are paid at least annually to satisfy up to 10 percent of the standard salary level, in recognition of evolving pay practices; and

• Revises the special salary levels for workers in U.S. territories and in the motion picture industry.

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Welcome



CyberSecurityPeter ScavottoStatewide Risk Management Team

• https://www.macomptroller.org/cyber-center• Online resource for CyberSecurity awareness

https://www.macomptroller.org/cyber-center

Cyber Terms

• Cyber Attack an attempt to gain illegal access to a computer or computer system for the purpose of causing damage or harm.

• Cybersecurity the process of preventing, detecting and responding to cyber attacks.

• Cyber Event a cybersecurity change that may have an impact on organizational operations including mission, capabilities or reputation.

• Breach a confirmed incident in which sensitive, confidential or otherwise protected data has been accessed and/or disclosed in an unauthorized fashion.

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How do Cyber Criminals Attack

• Hack – Unpatched software or OS– Unprotected web application

• Phishing– E-mail – spearphishing, whaling (examples– Phone – vishing– Text – smishing

Social Engineering

• The deliberate manipulation /conning of an individual to obtain access to otherwise secure systems or confidential data– Tailgating– Stolen Credentials– Ransomware

Pretexting

• Fabricated scenario is created to try and steal victims’ personal information.– Fake message from the victim's financial

institution, demanding he or she open a link in the message or risk an account being shut down as a security precaution

– Bank account change request – employee, vendor

________________________________________From: Jewel Chesterfield <[email protected]>Sent: Wednesday, August 21, 2019 7:39 AMTo: Community CollegeSubject: Part time Pet care Opening

CAUTION: This email originated from outside of MCLA. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Hello, i am an Alumni of the University, i graduated back in 2011, i have an uncle who is moving to the University area, he needs someone to watch, bath and walk his dogs, he is offering $300 Weekly, if you know a student who might be interested in this position have them email him via [email protected], Thank You



Off Boarding

• Audit Findings• Timing• Network access vs. Enterprise Systems

access

Termination DateLast Day Worked

Date CreatedDate Entered in HR/CMS

Effective DateLast Day Worked +1

Security Removed

Questions

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