HR/CMS USER GROUP OFFICE OF THE COMPTROLLER - COMMONWEALTH OF MASSACHUSETTS 09.15.2021

HR/CMS USER GROUP
                    OFFICE OF THE
                    COMPTROLLER
                    COMMONWEALTH OF MASSACHUSETTS
                                        09.15.2021

WELCOME

WELCOME TO THE HR/CMS USER GROUP VIRTUAL WEBINAR

CHAT FUNCTION DISABLED

MUTE FUNCTION ENABLED
CLOSE/CAPTIONING

Q&A

RECORDED

9/15/2021             MACOMPTROLLER.ORG             2

AGENDA
   WELCOME
     – Stacy Hoag, Relationship Manager
   REMARKS
     – William McNamara, Comptroller
   CYBER AND FRAUD RISKS
     – Jenny Hedderman, Risk Counsel
   HR/PAYROLL ANNOUNCEMENTS
     – Diana Silvia, Director of Business Enterprise Applications Unit (HRD)
     – Eduardo Canton, Statewide Payroll Officer
   WHAT’S NEW
     – Mary Holland, Metro Credit Union
   CTR SERVICE NOW
     – Eduardo Canton, Statewide Payroll Officer
   QUALIFIED TRANSPORTATION & FLEXIBLE SPENDING ACCOUNTS
     – Victoria Manley, Benefits Strategies
   PAPERLESS! W-2 AND 1095C-SUPPRESSION CAMPAIGN
     – Eduardo Canton, Statewide Payroll Officer
   MASSACHUSETTS SMART PLAN
     – Robert Young, Empower Retirement
   PAYROLL REMINDERS
     – Eduardo Canton, Statewide Payroll Officer
   PAYROLL FISCAL YEAR END/CALENDAR YEAR END
     – Eduardo Canton, Statewide Payroll Officer

9/15/2021                                                        MACOMPTROLLER.ORG   3

OPENING REMARKS
COMPTROLLER WILLIAM MCNAMARA

                          4

CYBER AND FRAUD RISKS
JENNY HEDDERMAN, RISK COUNSEL

                                5

CYBER AND FRAUD RISKS
Cyber and Fraud risks are on the rise
Pandemic move to virtual offices may weaken internal controls
Sophisticated fraudsters target any opportunity to steal funds
 through fraud or cyber attacks to infect networks
Payroll staff are now key targets
Fraudsters:
     •   know how the Payroll cycle works, what language to use and who to contact
     •   know how to impersonate your employees (using public information)
     •   rely on pressured bi-weekly environment with payroll deadlines
     •   rely on virtual offices having weak internal controls
     •   exert additional pressure to make quick changes
     •   act friendly as if they know you
     •   can use either gmail or spoofed mass.gov or official email addresses

9/15/2021                           MACOMPTROLLER.ORG                                6

CYBER AND FRAUD RISKS
                      Real Attempted Payroll Fraud Example
                               REQUESTER                                                      PAYROLL STAFF RESPONSE
From: [employee name] me00101167300@gmail.com]
Sent: Tuesday, August 31, 2021 11:24 AM
To: [Payroll Staff]
Subject: EXT: I would like to make a change
                                                                             On Thu, Sep 2, 2021 at 9:32 PM [Payroll Staff] wrote:
Hello [Payroll Staff]                                                        Hi [employee name]
Hope you are doing okay today? I just changed banks and I would like to make a
change to my direct deposit information before the coming pay period.
Please let me know if you are available to help me take care of that today ?and Sorry for my delay reply, I was out for a few days.
please forward the form so I can fill in the new information and scan back to   Please find attached the direct deposit form.
you.

Thank you,
[Employee name]                                                              Thanks, [Payroll Staff]
[Bureau] Department
Sent from my iPhone

    9/15/2021                                              MACOMPTROLLER.ORG                                                          7

CYBER AND FRAUD RISKS
                         Real Attempted Payroll Fraud Example
                                   REQUESTER                                                            PAYROLL STAFF RESPONSE
From: [employee name] message.me00101167300@gmail.com]
Sent: Friday, September 03, 2021 11:38 AM
To: [Payroll Staff]
                                                                                       On Mon, Sep 6, 2021 at 9:39 PM [Payroll Staff] > wrote:
Subject: EXT: Re: EXT: I would like to make a change
Hello [Payroll Staff],
Thanks for your assistance. Here you go, My current account should be deleted and
my entire net amount should go to this new account below.
                                                                                       Hi [employee name],
GoBank                                                                                 Your bank account info was updated.
Routing #: ####03162
Account #: ####30506371                                                                [Payroll Staff]
Account Type: Checking

I also attached the voided check. I would like to override pre-note (Live Check) so
the change can be effective for the current pay cycle.

Kindly advise as soon as the change is made and also confirm the pay cycle that this
change will occur.

Thank you,
[employee name]

   9/15/2021                                                           MACOMPTROLLER.ORG                                                         8

CYBER AND FRAUD RISKS

                                      REQUESTER                                                          PAYROLL STAFF RESPONSE
From: [Employee name]                                  On Tue, Sep 7, 2021 at 8:11 PM [Payroll Staff] wrote:
Sent: Tuesday, September 7, 2021 3:21 PM
To: [Payroll Staff]
Subject: EXT: Re: EXT: Re: EXT: Re: EXT: I would like to make a change                  Hi [employee name]
Thank you.                                                                              Sorry if I have not responded to you, I have been
Sent: Tuesday, September 7, 2021 12:08 PM
                                                                                        extremely busy. It should be effective for 09/17
                                                                                        paycheck.
       To: [Payroll Staff]

       How are you doing today? Can you please confirm the pay cycle that the new       Thanks,
       account would be effective?
                                                                                        [Payroll Staff]
On Tue, Sep 7, 2021 at 12:04 AM [employee name] 
wrote:

       Hello [Payroll Staff],

       Thanks for the assistance. Can you please confirm the pay date that the change
       would be effective?

 9/15/2021                                                               MACOMPTROLLER.ORG                                                      9

RED FLAGS!!!
• Fraudster was sophisticated!
     o Familiar with payroll process using normal verbiage for making a payroll change
     o Acted friendly like they were the employee
     o Email sent from “Gmail” account from iPhone and not official work email account (although work
       accounts can be spoofed)
     o Banking information sent in email (and official attachment with cancelled fraudulent check)
     o GoBank accounts are usually suspect to launder fraudulently stolen funds since these can not be
       recovered
     o Multiple emails pressuring for response (note one sent at 12 am outside normal employee hours)

•   Payroll Staff – Multiple Staff made changes as simple transactions, w/o enough controls
     o All activity done solely through email
     o Relied solely on email and failed to perform any validation that requester was the actual employee
     o Payroll staff responses demonstrate very busy so pressured to get requests done both before and after
       request

 GOOD NEWS - CTR PAYROLL STAFF CAUGHT THIS BEFORE PAYROLL RAN!!!

9/15/2021                                       MACOMPTROLLER.ORG                                              10

PAYROLL STAFF REMINDERS
•   Payroll data is one of the most sensitive data that a Department manages
•   Payroll staff obligated to protect Personally Identifiable Data (PII) such as banking info under M.G.L. c. 93H
•   Payroll change requests by email can be hidden cyber phishing emails with malware or ransomware in attachments
•   THE BAD NEWS: Payroll fraud and theft results in significant harm (not an “oops”)
     o   Loss of Commonwealth funds (fiscal harm)
     o   Data Breach under M.G.L. c. 93H (fiscal harm for notices, credit reporting costs)
     o   Department (public reputational harm) and potential financial audit findings (federal findings if federal funds)
     o   Cyber breach or incident if attachments contain malware or ransomware and can halt Department or secretariat
         operations for weeks
     o   Significant personal and financial stress to employee
            Identify theft
            potential theft of all funds in bank account
            financial and personal stress of not being able to pay bills
            having to file police report
            Having to change bank accounts
            future financial and personal costs due to future theft attempts

    9/15/2021                                          MACOMPTROLLER.ORG                                                    11

How to prevent! INTERNAL CONTROL PROTECTIONS!!

1. Teach Payroll staff to practice “Professional Skepticism” and “ZERO TRUST” and
   be suspicious of all incoming requests for changes through emails and calls
2. Employees should be directed to make all personal changes through SSTA or
   Employee Self Service. Core users should assist ONLY with rare cases when
   employee unable to make changes, and only after rigorous validation
3. Do NOT rely solely on electronic paperwork or phone calls when making
   employee bank account or address changes
4. Do NOT open attachments or click links until verified as virus free.
5. Always VALIDATE major changes PERSONALLY with the employee with on-file
   contact information (NOT from email) to make sure they are legitimate before
   opening attachments (if you don’t have this, collect from each employee)
     • Use Teams, ZOOM or Facetime to “see” employee, validate ID and record video call
     • If you do not know the employee, or what they look like, they must produce employee
       or other ID for you to screen shot
6.   Provide CTR Cyber Center “Teleworking Tips” to Payroll Staff
9/15/2021                            MACOMPTROLLER.ORG                                   12

HR/PAYROLL ANNOUNCEMENTS
DIANA SILVIA, DIRECTOR OF BUSINESS ENTERPRISE APPLICATIONS UNIT (HRD),

EDUARDO CANTON, STATEWIDE PAYROLL OFFICER

                                                                   13

HR/PAYROLL ANNOUNCEMENTS

Maintain Teleworkers functionality
ServiceNow
PFML over payments recoupment
Executive Departments’ Use/Lose deadline extension

9/15/2021                  MACOMPTROLLER.ORG          14

TELECOMMUTE POLICY TRACKING

Maintain Teleworkers new functionality:

     Enables departments to track and maintain telework status
     information for employees approved to work remotely

HRD/CTR are currently testing this new functionality

Communication and job aid will be sent out via
 eBulletin, posted in HR/CMS announcements, and
 Knowledge Center
9/15/2021                   MACOMPTROLLER.ORG                    15

TELECOMMUTE POLICY TRACKING

9/15/2021             MACOMPTROLLER.ORG   16

SERVICE NOW
ServiceNow is the platform for Core Users to file tickets and need assistance in HR/CMS

Filing tickets directly in ServiceNow is a more streamlined process as tickets are escalated
 directly to the appropriate member(s) of the HR/CMS Team

Please make sure you log tickets instead of incidents

There is job aid in the Knowledge Center with details on how to file a ticket and
 corresponding descriptions to be used

Please address system/technical/security issues in-house or log a ticket into Service Now as a
 security issue NOT a payroll issue

 Core users are still able to contact ServiceNow via phone at 844-435-7629 or email at
 MassGov@Service-now.com

9/15/2021                             MACOMPTROLLER.ORG                                    17

PFML OVERPAYMENTS RECOUPEMENT

Employees on a continuous PFML leave and receiving the temporary
 income replacement from the Department of Family Medical Leave should
 be placed into the ACA Workgroup in HR/CMS. This will prevent
 overpayments for employees receiving pay from DFML

There may be instances where departments are unaware of an employee
 receiving payment from DFML after the fact

To recoup the overpayment, the employee must be receiving pay in
 HR/CMS that will cover the amount of the overpayment

9/15/2021                    MACOMPTROLLER.ORG                         18

PFML OVERPAYMENTS RECOUPEMENT
             EXAMPLE

For example: if the employee was overpaid 40 hours of SIC, then
 they should have 40 hours of SIC reduced and PFML hours reported
 as a prior period adjustment

            For a prior period adjustment to work, employees need positive earnings
            in their current paycheck

            Employee will be credited back with 40 hours of SIC to their balance.
            Adjustments will also be made to the employee taxes, retirement, and
            accruals for the unpaid hours

9/15/2021                            MACOMPTROLLER.ORG                                19

USE/LOSE DEADLINE EXTENSION

Human Resource Division / Office of Employee Relations reached an
 agreement with the various bargaining units to extend personal and vacation
 time use/lose deadlines in a phased approach over the next three years

Non-Executive departments were given the option to opt-out

The "Vacation/Personal Time Use/Lose Report", HMBEN009, is available in
 MobiusView. The Use/Lose report reflects balances as of 08/28/2021. There
 are three reports; one for employees who accrue vacation monthly, one for
 hourly accruals and the other for employees who accrue vacation annually

9/15/2021                     MACOMPTROLLER.ORG                          20

QUESTIONS?

9/15/2021    MACOMPTROLLER.ORG   21

WHAT’S NEW
MARY HOLLAND, METRO CREDIT
UNION
                             22

Fall 2021 Updates

Metro Credit Union has been recognized by
the Boston Business Journal as an honoree for
its 2021 Corporate Citizenship Awards,
a recognition of the region's top corporate charitable contributors.

The award was made by Metro efforts in 2020, which included:

State Page Updated on MetroCU.org

Fall Focus:
Identity Theft Series with
Metro Fraud & Security
Guest Speaker!

2022 State Payroll Calendar

                Be on the Lookout!

 Email to Order Coming to You in October

Always Available to You:

                Mary Holland, CCUFC
        Sr. Business Development Officer
              mholland@metrocu.org
             877-MY-METRO ext. 3504
                         or
               Nicole Buccheri, CCUFC
          Business Development Officer
              nbuccheri@metrocu.org
             877-MY-METRO ext. 5519

QUESTIONS?

9/15/2021    MACOMPTROLLER.ORG   30

CTR SERVICE NOW
EDUARDO CANTON, STATEWIDE
PAYROLL OFFICER
                            31

CTR SERVICE NOW

For LCM/MMARS issues, please submit an inquiry on our Solution
 Desk | Office of the Comptroller (macomptroller.org)
 You can also go to https://macomptroller.service-now.com/ctr-
 solutiondesk to log in

QUESTIONS?

9/15/2021    MACOMPTROLLER.ORG   33

QUALIFIED TRANSPORTATION &
FLEXIBLE SPENDING ACCOUNTS
VICTORIA MANLEY, BENEFITS
STRATEGIES
                             34

GIC Flexible Spending Account (FSA) Programs
                         PUG Meeting Agenda September 15, 2021

 Important Plan Year Dates
 New Hire Enrollments

 Status Change Process Overview
 Coordinator LOA form *New*
 Refund/Reclassification Requests Overview
 Coordinator Termination Process Overview

GIC FY2021 Plan (Previous)
      Plan Year: July 1, 2020 – June 30, 2021
      Grace Period: September 15, 2021 EXTENDED! 12/31/2021
      Claims Filing Deadline: October 15, 2021 EXTENDED! 01/31/2022

     GIC FY2022 Plan (Current)
      Plan Year: July 1, 2021 – June 30, 2022
      Grace Period: September 15, 2022
      Claims Filing Deadline: October 15, 2022

                 **Submissions received after the Claims Filing Deadline will not be accepted. Please remind employees of this**

                                           HCSA $250-$2,750 **IRS Maximum HCSA election amount**
                        DCAP up to $5,000 per plan year **Maximum Per Pay Period: $96.15 Weekly ; $192.30 biweekly**

36

E-Form for New Hire
     New Hire Enrollments
     www.benstrat.com/gic-fsa/

        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 21calendar days from the date of hire will be denied
        •    A confirmation email will be sent to GIC Coordinator to enter the enrollment into
             the payroll system
        •    If inaccurate effective dates and/or information is found –email
             Dataservices@benstrat.com

                                               Reminder
                           All enrollment must be done online by the member
                            Employee completes election/enrollment e-form

     Coordinator Reminders
       • Make sure the number of payroll deductions are accurate for a mid-year enrollment
       • Provide Guidance on FSA Benefit
       • Provide FSA Member Handbook - 2022 GIC FSA Handbook

37

E-Form for Coordinator
                                                                                                        Approval
     Process Overview –Status Change Request form
     www.benstrat.com/gic-fsa/

                     Member Submits Request
                 • Status Changes must be submitted by the participant within 60 calendar
                   days after the event occurs
                 • Please direct employees to the status change form on our website
                 • If the employee is reporting start of LOA and would like Direct Bill or Pre-
                   Pay –the form must be submitted/approved prior to the start date in order
                   to qualify for these options.

                     Coordinator Approves/Denies
                 • Once the employee submits the request, the coordinator designated to
                   your agency will receive an email with instructions on how to submit
                   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

                 •   The GIC Coordinator is responsible for updating payroll deductions
                     accordingly.

38

E-Form for Coordinator LOA form

     Coordinator LOA form *New*
     www.benstrat.com/gic-fsa/

        Coordinators can now report a participant’s Start or End of Leave of Absence

        •    Prior to submitting this form discuss all LOA options with the participant
             prior to the start of their leave
        •    When reporting the ‘Start of LOA’ it must be received prior to the first
             day of the leave in order to elect Direct Bill or Pre-Pay
        •    When reporting ‘End of LOA’ ensure you are also adjusting deductions
             in HRCMS if ‘Pay Upon Return’ was selected

                    Form can be found under Coordinator Resources here:
                             https://www.benstrat.com/gic-fsa/

     Coordinator Reminders
       • This is not in place of the Status Change Request form. Participants are still able
         to report Start/End of LOA by submitting the Status Change Request form
       • Supporting documentation/approval is not needed
       • Notification email is sent to the participant once a form is submitted outlining
         what was selected

39

E-Form for Refund and
     Process Overview –Refunds and Reclassification                                             Reclassification requests

     www.benstrat.com/gic-fsa/

                      Agency Coordinator Submits Request
                  •  Refund and Reclassification requests must be submitted using the online
                     form, on our website, under Coordinator Resources section
                  • Must be submitted within 60 calendar days of the first deduction taken in
                     error
                  • 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
40

Process Overview –Coordinator Termination Form                          E-Form for Coordinator Termination
     www.benstrat.com/gic-fsa/

       E-Form for coordinators to report end of state employment on behalf
       of FSA participants
       Form is ONLY used when employee has already ended employment
       and did not submit a Status Change form
       Form can be found on our website, under “Coordinator Resources”
       Section here: www.benstrat.com/GIC-FSA/

                                 **As a reminder**
       When an employee terminates employment their debit card is shut
        off & they will only be able to submit manual claims for services
               incurred on or before their last date of employment

                   Job Aid available on Benefit Strategies website

41

Commonwealth Commuter Programs
                          PUG Meeting Agenda September 15, 2021

 Benefit Strategies Website
 Enrollment Form -Enrollments, Changes, Drops

 Transfer Form

 FY22 Transit Process
 FY22 Parking Process

Benefit Strategies Website
     www.benstrat.com/clients/Commonwealth/

       The Commonwealth of Massachusetts Commuter Transit &
       Parking benefits have their own dedicated page:
       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

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

43

Enrollment Form - Enrollments, Changes,Drops
     www.benstrat.com/clients/Commonwealth/

       •    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 deadlines
       •    If the agency coordinator receives an email notification for
            an employee that does not belong to their agency, please
            alert Benefit Strategies immediately –forward the email to
            commonwealth@benstrat.com
       •    If a form is not filled out completely–you will not receive the
            notification email. Instead, you will receive an email
            informing you of this with instructions to provide to the
            employee

           The IRS Pre-Tax Transit and Parking limit for 2021 tax year
                              is $270.00 per month

44

Transfer Request Form
     www.benstrat.com/clients/Commonwealth/

        Employees will now have more flexibility in how they
        can spend down any balance accrued while working
        remotely during the pandemic.
        Employees can transfer funds from their pre-tax
        transit account to a pre-tax parking account or vice
        versa depending on how they will be commuting back
        to the office soon.
          *This form does not start or stop deductions. An
            enrollment form will need to be submitted*
        E-Form can be found on our website - here
        This form will be available through the end of the
        calendar year for employees to make any necessary
        adjustments once they start commuting back into the
        office.

45

FY22 Transit Process Calendar
     www.benstrat.com/clients/Commonwealth/

             2022FY TRANSIT Election Change Process Calendar

                         The deadline to submit the October
                         2021 Transit Election Change E-Form
                         was 09/08/21.
                         This benefit month will be processed
                         via payroll on 09/14/21 and will reflect
                         in the 9/14/21 paycheck.
                         Funds will be credited to the debit card
                         on 9/20/21.

46

FY22 Parking Process Calendar
     www.benstrat.com/clients/Commonwealth/

             2022FY PARKING Election Change Process Calendar

                           The deadline to submit the October
                           2021 Transit Election Change E-Form is
                           09/22/21.
                           This benefit month will be processed
                           via payroll on 09/28/21 and will reflect
                           in the 10/01/21 paycheck.
                           Funds will be pre-funded to the debit
                           card on 9/20/21**

         **The amount pre-funded each month is based on the
        previous month’s benefit amount if the processing date is
                          later than the 20th**

47

Contact Information for Employees:

Mon → Thurs: 8:00am – 6:00pm ET

                                            Have Ques tions ?
Friday: 8:00am – 5:00pm ET
(Automated system available at all times)
Text-To-Chat: 1-877-353-9442
                                                  We’ve got you covered.
Email: Commonwealth@benstrat.com
Toll Free: 1-877-353-9442
Language translation services available
Fax: 603-232-8079

Contact Information for Coordinators:
Account Manager: Victoria Manley
Email: vmanley@benstrat.com

PAPERLESS! W-2 AND 1095C –
SUPPRESSION CAMPAIGN
EDUARDO CANTON, STATEWIDE
PAYROLL OFFICER
                             49

REMINDER! START CAMPAIGN TO END
MAILED W-2 AND 1095 FORMS

 Cabinet/Branch/Independent                              # Of Employees
 EXECUTIVE OFFICE OF ENVIRONMENTAL AFFAIRS                       1,559
 EXECUTIVE OFFICE FOR ADMINISTRATION & FINANCE                   1,400
 EXECUTIVE OFFICE OF ECONOMIC DEVELOPMENT                          478
 EXECUTIVE OFFICE OF EDUCATION                                   8,322
 EXECUTIVE OFFICE OF HEALTH & HUMAN SERVICES                    10,000

 EXECUTIVE OFFICE of LABOR and WORKFORCE DEVELOPMENT              700

 EXECUTIVE OFFICE OF PUBLIC SAFETY & HOMELAND SECURITY          3,723
 EXECUTIVE OFFICE OF TECHNOLOGY SERVICES AND SECURITY             251
 MASSACHUSETTS DEPARTMENT OF TRANSPORTATION                     1,725
 JUDICIARY                                                      3,013
 LEGISLATURE                                                       14
 SHERIFF DEPARTMENTS                                            1,652
 Constitutional/ Independent Departments                        4,524
 Total                                                         37,361
 Percent Today                                                   49%
 Goal 70%                                                      77,000

REMINDER! START CAMPAIGN TO SUPPRESS W-2 AND 1095
       FORMS

Employees can request suppression directly in Self-Service
W-2/W-2C Consent Form



Form 1095-C Consent

REMINDER! START CAMPAIGN TO END
       MAILED W-2 AND 1095 FORMS

Employees can request suppression directly in Self-Service
From HR/CMS main page
Click on Benefits
Click on 1095-c consent

REMINDER! START CAMPAIGN TO END
    MAILED W-2 AND 1095 FORMS

Check off box to consent then click submit

REMINDER! START CAMPAIGN TO END
       MAILED W-2 AND 1095 FORMS

You will be prompted to enter your password

You will receive an email confirming your consent to suppress

Follow the same steps to suppress your W-2 form

QUESTIONS?

9/15/2021    MACOMPTROLLER.ORG   55

MASSACHUSETTS SMART PLAN
ROBERT YOUNG, EMPOWER
RETIREMENT
                           56

SMART Plan Agenda
     Presented by Rob Young,
       Manager, Participant Engagement

      PSC Access/Security
      SMART Plan reminders
      Questions

                                         57

Plan Service Center Access
 Security issue – don’t share passwords

 Efficient contribution changes

 One simple step….

 Please contact SMART Plan with any ???s

   SMART@Empower-Retirement.com
                                            58

Plan Service Center Access

     CTR contact for SMART Plan updates ---
     Ashley Nelson

        Ashley.Nelson@mass.gov

                                              59

Reminders - Termination process

      HRCMS to Empower

      If open jobs, not eligible for withdrawals

      Multiple Job Summary

      960 Employees are active employees

      SMART@Empower-Retirement.com
                                                    60

Reminders

     Catch-up authorization

     Refund Information

                               61

Questions?

             Thank you

                         62

PAYROLL REMINDERS
EDUARDO CANTON, STATEWIDE
PAYROLL OFFICER
                            63

CORRECTING DATA ENTRY ERRORS

Correction mode is not to be used for cosmetics
 errors. Most errors can be fixed without correction

If an incorrect effective date is entered on job data,
 enter another effective date and the next effective
 sequence

If you terminate a leave plan or pension plan before
 the end of the pay period, enter a new line and
 activate the following day

ADDITIONAL PAY

Additional Pay should not be used for regular wages – Additional Pay
 is used for certain recurring payments and periodic one-time
 payments

Whenever possible, payments should be made through Timesheet

When entering Addl Pay, Core users should not populate the Goal
 Balance field. This field is system generated. Matching the Goal
 Amount and Goal Balance will prevent the payment from processing

To end an Additional Pay entry, Core users should not uncheck OK to
 Pay or enter zero amounts in the earnings field

ENDING ADDITIONAL PAY ENTRIES

When it is determined that an
 additional pay entry (either one-time
 or recurring payments) should not be
 paid, there are multiple ways for a core
 user to end these payments

Example:
– Recurring payment to an employee for
  additional hours for a defined period of
  time (15 hours at $35/hr for 9 weeks)
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ENDING ADDITIONAL PAY ENTRIES

Enter a matching Goal Balance and             Enter Prior Period End Date
           Goal Amount

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CHECKING SSNS
The Search by National ID page returns results for employees in
 HR/CMS
Follow path: NavBar Navigator: Main Menu > Payroll for North
 America > Employee Pay Data USA > Search by National ID

REMINDERS

Best practice for checking SSN is to Add a Person, enter the SSN and
 tab out of the field
If the SSN exists in the system you will receive an error
Cancel the transaction
Search for the EMPLID and continue with a rehire or add an instance

DO NOT SKIP THIS WARNING

REMINDERS - HIRES

When hiring a new employee refrain from overriding existing records. Please make
 sure to look up National ID first before adding a new instance

Please utilize existing record numbers when rehiring an employee to avoid multiple
 record numbers in your department

If the employee has multiple jobs, then it is acceptable to have multiple job records for
 each job

Departments can delete a future dated row in Job data

We do not recommend a transaction with a retro effective date, departments can
 enter a new sequence and enter comments in the notepad

HIRES AND TERMINATIONS

Effective dates of hires and terminations effect an employee’s compensation, as well as their
 creditable service and GIC status
Checklists are available for Hire, Termination with Pay and Final Term
All new hires are set up with a Hire Checklist

HIRES CHECKLIST

After personal data is attached to job
 data, the core user is returned to the
 organizational relationship page

Clicking on the double arrow icon will
 navigate to Commonwealth Hire
 Checklist

The Link IDs will navigate directly to
 the page which needs to be completed

When finished, close the page and
 come back to checklist to change the
 status

TERMINATION CHECKLISTS

 TERM WITH PAY       Navigate to Main Menu > Workforce
                      Administration > Personal Information >
                      Organizational Relationships > Person Checklist

                      Select Checklist from Lookup

                      Same functionality as Hire Checklist

                       TERMINATION

EFFECTIVE DATES

Effective dates are extremely important!!

  • SSTA conversions need to be future dated (Sunday of the next pay period)

  • Reports To changes need to be future dated (Sunday of the next pay period)

  • Schedule changes need to be future dated (Sunday of the next pay period)
    and should never be retroactive, this will cause the employees previously
    reported and paid time to recalculate and over or under pay the employee

Multiple Time Reporter Data changes in a pay period can prevent
 an employee from being paid

REMINDERS- TERMINATIONS

Do not terminate leave plans, pension plans, etc. before final buyout has been
 made

Do not terminate leave plans retroactively after buyout

High exceptions related to ESIC over limit must be fixed or they will cause
 problems in the future

DO NOT IGNORE MESSAGES THAT POP-UP

QUESTIONS?

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PAYROLL FISCAL YEAR
END/CALENDAR YEAR END
EDUARDO CANTON, STATEWIDE
PAYROLL OFFICER
                            78

DEFICIENCY PAYROLL

Prior year payments are authorized expenses that were incurred in a
 prior fiscal year, but the Department did not recognize that these
 expenses were incurred, or the expenses were recognized after the
 end of the accounts payable period

Department’s current fiscal year account is charged back by the
 Office of the Comptroller in order to support the expenditure

CTR APB Contact is John Newell 617-973-2658

 CTR Payroll User Group

DEFICIENCY PAYROLL

Steps:

Request to CTR APB for approval
Transfer $$ to CTR account
Dept enters Prior Year Deficiency (PYD) code in HR/CMS Payroll for
 Current FY charges
Based on information from department, CTR payroll processes cross
 departmental rule and labor distribution to charge CTR account
 (EPPA/DEPTE/DEACC)

 CTR Payroll User Group

PREPARING FOR CALENDAR YEAR END

HOW TO BE PREPARED

Process anything that impacts wages in a timely manner, verify entries
are up to-date

Specifically:
PRRV
Tax Refunds/Adjustments
Pretax Deduction Refunds/Adjustments
Imputed Income (Parking/Housing)

QUESTIONS?

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THANK YOU!