slide 1 fastfacts feature presentation april 27, 2010 we are using audio during this session, so...
TRANSCRIPT
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FastFactsFeature Presentation
April 27, 2010
We are using audio during this session, so please dial in to our conference line…
Phone number: 877-468-2134 Participant code: 182500
© 2010 The Johns Hopkins University. All rights reserved.1
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Today’s TopicWe’ll be taking a look at…
Managing Changes in Funding for JHU Students
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Today’s PresenterCynthia AddisonManager, HR Shared Services
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Session Segments
PresentationCynthia will address managing changes in funding for JHU students.During Cynthia’s presentation, your phone will be muted.
Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Cynthia will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
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How To View Full Screen
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Survey
SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
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Managing Changes in Funding for JHU Students
Fellowship and Wage Earning Positions
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Agenda
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Fellowship vs. Wage Positions Fellowship earnings
Payment for independent research or study Classification of wages is driven by IRS regulations Not subject to mandatory tax withholdings Ineligible for retirement savings (postdocs) Individuals with the fellow may or not be classified as a
fellowship recipient Employee group 8 (non employee); subgroup 20
(fellowship recipient) See Enterprise Structure on the HRSS Website Detailed instructions on how to set up a fellowship
recipient can also be found on the HRSS website Wage earnings
Compensation for services Subject to mandatory tax withholdings Postdocs may contribute to the retirement savings plan
10Section 1
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Discontinuation of Fellowship Position
Options for the Fellowship position: Termination ISR using reason code 59 (Fellowship to
Wage JHU only) Place on temp inactive (email HRSS) LOA w/o pay ISR
o All Students in Homewood Schools are excludedo Applies to Postdocs, Medical
Interns/Residents/TraineesEffective Date of ISR must be same for wage position to avoid an overpaymentComments Section of ISR Hire or return from LOA/Temp Inactive ISR for wage
position is being created
11Section 2
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Hiring Process – Wage Position
Position Create/Copy ISR if a vacant wage position is not availableA new I9 is required if: Valid I9 is not on file in Talx Break in service is greater than 3 calendar days Work authorization changes or expires for Non-US
citizens since the last I9 on file with Talx was completedo Contact your International Office
New direct deposit forms not required; direct deposit will continue provided there is a valid I9 on file in TalxNew tax forms recommended; otherwise standard tax defaults will be applied to earnings (Single Fed w/0 exemptions; State tax w/1 exemption)Active deductions will continue on new position
12Section 2
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Hiring Process – Wage Position (cont’d)
Hire ISR or return from LOA/Temp Inactive ISREffective Date of ISR must be same as the fellowship recipient position ISR to avoid an overpaymentISR Comments Section Changing from fellowship to wage ISR # for fellowship position being discontinued
13Section 2
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Discontinuation of Wage Position
Options for the Wage position: Termination ISR using reason code 58 (Wage to
Fellowship JHU only) Place on temp inactive (email HRSS) LOA w/o pay ISR
o All Students in Homewood Schools are excludedo Applies to Postdocs, Medical
Interns/Residents/TraineesEffective Date of ISR must be same for fellowship position to avoid an overpaymentISR Comments Section Hire or return from LOA/Temp Inactive ISR for fellowship
recipient position is being created
14Section 2
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Hiring Process – Fellowship Position
Position Create/Copy ISR if a vacant fellowship recipient position is not available. 2nd approver is required from the JHU Tax Office.No new I9 requiredContact your International Office when hiring Non-US citizens as work authorization/eligibility may changeNew direct deposit forms not requiredNew tax forms not requiredActive deductions will continue on new position
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Hiring Process – Fellowship Position (cont’d)
Hire ISR or return from LOA/Temp Inactive ISREffective Date of ISR must be the same as the wage position ISR to avoid an overpaymentISR Comments Section Changing from wage to fellowship ISR # for wage position being discontinued
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Retroactive Changes within Calendar Year
All ISRs must be approved and completed by HRSS within same pay cycle to avoid an overpayment
Coordinate with Student Employment (Homewood Schools) or HRSS
Taxes withheld while in a wage position will be refunded in one lump sum once the switch to fellowship earnings occursTaxes not withheld while in a fellowship recipient position will be deducted in one lump sum once the switch to wage earnings occursVoluntary contributions to a retirement savings plan while earning wages will be refunded when the switch to fellowship earnings is completed
17Section 3
Slide 18 Retroactive Changes in a Previous Calendar Year – No Monetary
ImpactNo additional monies are owed to the studentNo change in position status or earnings type is permittedAll ISRs must be processed within the same pay cycle to avoid an overpaymentEffective dates of ISRs on both position types must be the sameSubmit an eform to move monies on active or termed pernr (whichever is applicable) to the appropriate funding sourcesFringe may be charged to a training grant if used as the funding source on wage earning position Journal vouchers can be utilized to move fringe dollars to
another funding source if appropriate; contact PayrollInitiate a hire, return from LOA/Temp Inactive ISR or salary change ISR at the beginning of the current calendar year if earnings are to continue
18Section 3
Slide 19 Retroactive Changes into a Previous Calendar Year – Monetary
ImpactAdditional monies are owed to the studentNo change in position status or earnings type is permittedAll ISRs must be processed within the same pay cycle to avoid an overpaymentSubmit a salary change ISR to increase the earnings for the position that was active in the previous calendar year Adjust funding sources on ISR if within 3 month period;
otherwise, submit an eform to move monies on active or termed pernr (whichever is applicable) to the appropriate funding sources
Fringe may be charged to a training grant if used as the funding source on wage earning positions Journal vouchers can be utilized to move fringe dollars to
another funding source if appropriate; contact PayrollInitiate a hire, return from LOA/Temp Inactive ISR or salary change ISR at the beginning of the current calendar year if earnings are to continue
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Concurrent EmploymentFunding Changes within the same calendar year
Earnings increase on one position and decrease on the other position; both pernrs are active and total earnings remains unchanged
Process a salary change ISR to increase the earnings on one pernrProcess a salary change ISR to decrease the earnings on the other pernrHow to avoid an overpayment
Effective dates on both ISRs must be the sameBoth ISRs must be processed and approved and completed by HRSS within the same pay cycle
– Please note: These ISRs are auto-uploaded and not reviewed by HRSS. Please review ISR report to verify that both ISRs are completed within the same pay cycle. Consultation with Student Employment (Homewood Schools) or HRSS is recommended.
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Concurrent Employment (cont’d)Funding Changes within the same calendar year (cont’d)
Earnings decrease on active position and a position with the opposite attributes is not active in org (does not exist or on temp inactive/loa)
Process a salary change ISR to decrease the earnings on the active positionProcess a hire ISR to hire into a new position or process a return from loa/temp inactive ISR on an existing pernr; earnings on this pernr will represent the amount decreased on the active positionHow to avoid an overpayment
Effective dates on both ISRs must be the sameBoth ISRs must be processed and approved and completed by HRSS within the same pay cycle
– Please note: These ISRs are auto-uploaded and not reviewed by HRSS. Please review ISR report to verify that both ISRs are completed within the same pay cycle. Consultation with Student Employment (Homewood Schools) or HRSS is recommended.
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Concurrent Employment (cont’d)Retroactive Funding Changes in a previous calendar year
with no monetary impactSubmit an Eform to move monies to the training grant in the time frame that the training grant was approved. Can be a wage or a fellowship recipient pernr.
For example, the individual has an active or terminated pernr that was charged a total of $8,333.36 for the period of 11/1/09 – 12/31/09. The training grant was approved 11/1/2009 but the change was not made in the appropriate calendar year. The annualized amount approved on the training grant is $10,000. $416.67 ($10,000/24) will be moved each pay period from 11/1/09 – 12/31/09 to the training grant ($1666.68) from the current funding source. No change in position status or earnings type is required/permitted.
If the Eform is processed on a wage pernr, fringe may be charged to the training grant. If this is not appropriate, please contact Payroll to request that the fringe dollars be moved to a different funding source (journal voucher).Initiate a Hire or return from loa/temp inactive ISR at the beginning of the current calendar year if earnings are to continue. Please refer to the instructions in Section 2 of this presentation.
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Concurrent Employment (cont’d)Retroactive Funding Changes in a previous calendar
year with monetary impactA salary change ISR must be submitted to increase the salary if additional monies are owed using the appropriate effective date in the previous calendar year and charging the correct funding source (training grant, general funds, etc).If outside of the 3 month window, submit an Eform to move monies to the training grant in the time frame that the training grant was approved.If the Eform is processed on a wage pernr, fringe may be charged to the training grant. If this is not appropriate, please contact Payroll to request that the fringe dollars be moved to a different funding source (journal voucher).Initiate a Hire or return from loa/temp inactive ISR for the fellowship recipient position at the beginning of the current calendar year if earnings are to continue. Please refer to the instruction in Section 2 of this presentation.
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Switching between fellowship and wage earnings may be done without causing overpayments or jeopardizing funding requirements
Coordination w/Student Employment and/or HRSS is imperativeRetroactive changes within a calendar year are handled the same as changes made on time or in advance
All ISRs must be approved and completed within same pay cycle.
Retroactive changes back to a previous calendar year are handled differently and involve the completion of eforms to move dollars to correct funding sources.The presentation today covered a few of the most common scenarios.
For assistance with different scenarios, please contact Student Employment (Homewood Schools) or HRSS for assistance.
Wrap-Up
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We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us during the presentation.
If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.
Q&A
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Thank You!
Thank you for participating!We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]
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Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!
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