Welcome to the Procurement Users Group

							   Welcome to the
Payroll/HR Users Group
        (PHRUG)

        Monday, June 5
       1:30pm – 4:30pm
Today’s Agenda
• Welcome and Opening Remarks
• Announcements
• Presentations
   –   Entering Employees – Address Book
   –   Retirement Contributions
   –   Deferred Compensation Rules
   –   Payroll Card
   –   Reconciling Payroll to General Ledger
   –   Encumbering Payroll
• Break out session

                               2
Announcements

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




                       3
Explanation of Address Book

  Entering an Employee in NIS
• When adding a new employee, on the Employee
  Information – Address Book Revision screen, you will
  need to complete and/or tab through EACH and
  EVERY field on the Address Book tab and then click
  on the Mailing tab.
                          5
• You will not have an OK button until you have tabbed
  through each field and clicked on the Mailing tab.
  Continue to complete the information on the Mailing
  tab and click OK.
                          6
Dependent/Beneficiary Tax ID

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


                      7
Tax ID – Dependent/Beneficiary
Social Security Number
• When entering a newborn dependent/beneficiary
  when a social security number has not yet been
  assigned, enter “NEWBORN”.
• When entering a trust or estate that has not yet been
  issued a number, enter “TRUST”.
• When the employee does not know the
  dependent/beneficiary social security number but will
  be giving it to HR at a later time, enter “PENDING”.
• When the dependent/beneficiary does not allow use
  of their social security number, or they are unable to
  provide it, use “UNAVAILABLE”.
                          8
Retirement
January 1, 2007 Retirement Plan
Changes in NIS
• NIS & DAS–Employee Benefits will make the
  following changes for agencies:
   – Stop each employee’s active enrollment in RET00000 (DBA
     1117)
   – Change the % on Plan ID RET00001 (DBA 1110) to 4.8%
• Employee’s eligible to participate in Retirement on or
  after January 1, 2007 should be enrolled in
  RET00001. Plan ID RET00000 will be removed from
  the Benefit Groups after all December payrolls have
  processed.
• By July 31, 2006, any RET00000 with a begin date
  after January 1, 2007 should be deleted by the
  agencies. The begin date on RET00001 will need to
  be changed to the first day of the pay period to be
  paid in January 2007.
                           10
Payroll Card
Payroll Card

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



                      12
Reconciling Payroll to General Ledger
Reconciling Payroll to General Ledger

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




                        14
Reconciling Payroll to General Ledger

• Two Methods
  – Payroll Journal Proof/Edit Report (R05229)
  – Payroll Register Report (R073012)




                        15
Method #1: Payroll Journal Proof/Edit
Report (R05229)
• If you have one or two funds and/or one or
  two business units, use this method.
  – Reconcile the Payroll Journal Proof/Edit Report
    (R05229) to the General Ledger.




                        16
Method #2: Payroll Register Report

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


                       17
Encumbering Payroll
Encumbrance Process
• CERTIFICATION OF PSL:
  – Certified Encumbrances – PSL Only (Account
    511100 to 5129900)
  – Biweekly Payroll Only
  – Payroll dates: July 5 and July 19. If you have a
    portion of June payroll posting August 2, please
    contact State Accounting.
  – Certification Date: July 31, 2006 (See attached
    Schedule)
  – Can utilize Import / Export of Payroll Journal Entry
    but be sure to calculate % of payroll to encumber.

                         19
Encumbrance Process

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




                        20
Encumbrance Process

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

                        21
Encumbrance Process

• LIQUIDATING AN ENCUMBRANCE
  – NIS Training Manuals: Mini Manuals > Liquidating
    an Encumbrance
  – http://www.das.state.ne.us/nis/trainingmanuals/81
    0_training_manuals/bu/18_BU_WI_L1_T7a_Liquid
    ate_Manual_Encumbrance.pdf




                       22
2006 Encumbrance Schedule
July 3         State Accounting posts 1st payroll for June

July 5         GL Date for 1st Payroll related to June Hours

July 6 – July 21 Create Manual Encumbrances (J9 document type
                 – PB Ledger)
July 17        State Accounting posts 2nd payroll for June

July 19        GL Date for 2nd Payroll related to June Hours

July 24        State Accounting runs 7/28/06 PSL Mid-Biennial
               Carryover Report for review purposes
July 28        Run Encumbrance Detail to ensure accuracy


                             23
2006 Encumbrance Schedule
July 31         State Accounting runs 7-28-06 PSL Mid-Biennial
                Carryover Report for review purposes. This
                should agree with the 7/28/06 Encumbrance
                Detail
August 2        7/31/06 Certified Biennial Carryover Report
                available for review
August 9        Agency Director signed copy of Certified PSL
                Mid-Biennial Carryover Report due to State
                Accounting
August 9 – 31   State Accounting review of encumbrances
August 31       State Budget PSL Re-Appropriation
September 8     State Accounting loads Budget Status with PSL
                Re-Appropriations

                              24
Break Out Session
Breakout Session Instructions – 10 minutes

 • Ask a question and work as a group to
   answer it. Write the question and its answer
   on the     paper.
 • Discuss possible improvements to the
   system. Write the improvement with a
   possible resolution on the      paper.

 • Pick one person in your group to present one
   question from your     paper to the large
   group.

                       26
   Thank you for coming!

Please remember to fill out an evaluation!