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End State Employment Withdrawl Money from Retirement document sample
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MSU A&F Business Process Review
Business Process Process Sub Process
(Main Heading) 2nd Tier 3rd Tier
Payroll
Create Payroll/Checks
Create new employee and enter tax deductions
Update current employee
Process PTFs
Process Students/WS Referrels
Process Temp Hourly Forms
Process Grad Forms
Create Timesheets/cards
Distribute Timesheets/cards
Process Funding Changes
Process Payroll Corrections
Run Life insurance process
Change Leave accrruals to equal hours worked in month
Open payroll
Enter exception time for salaried employees
Enter time for hourly employees
Receive feeds from facilities and Res Life
Enter mass time for students
Load Mass Time Entry
Create error report
Initial run of payroll calculations
Process Termination payouts
Process Retirement Deductions for retiring employees
Process Child Support
Process Granishments
Run Exception Reports
Second run of payroll calculations
Final run of payroll calculations
Issue Checks
Print check
Stuff checks
Route checks
Adjustment checks
Supplemental payroll
Send Warrant File to State
Feed Accounting to Finance
Time Entry
Board of Regents Prep
Funding Changes
Print and Distribute Time Sheets
Payroll Corrections
Set up New Employee in Banner
Direct Deposit
Produce Direct deposit file
reconcile Direct deposit file
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Send Direct Deposit file to Bank
issue stubs
stuff DD stubs
route DD stubs
Feed Accounting to Finance
Payroll Taxes including Work comp
Determine tax liability
Initiate payment
Notify State
Reconcile with General Ledger
Quarterly reporting
individual W2 reconciliation
Print W2 statements
stuff W2 statements
Route W2 statements
941 to W2 Reconciliation
Reconcile 1042s figures
print 1042S
stuff and route 1042S
1040 to 1042S reconciliation
3rd Party vendor payments
Reporting requirements
Reconciliation to Deduction register
Initiate payment
Reconcile to General Ledger
International Payroll
Determine and respond to Compliance issues
Maintain Shadow System( Windstar)
Interface with Banner (manual entry)
process tax treaty paperwork
reporting
Set up Benefits
Determine if employee is eligible for benefits
Distribute Benefits package information & forms to employees
Present NEBO to new employees
Collect new employee CHOICES and retirement enrollment forms
Double-check eligibility for benefits
Contact employees who do not qualify
Contact employees who filled out paperwork improperly
Code CHOICES form with deduction codes
Enter CHOICES form in PDADEDN, PDABENE, PDABCOV and PWABHIS
Send 3rd party administrators electronic file or faxed copy of enrollment form
File original CHOICES form
Enter retirement codes in PDADEN
Make copies of retirement enrollment form & send originals to retirement company
File copy of retirement enrollment form in Personnel file
Meet with employees who are retiring on next payroll - set them up for medical insurance and
premium payments
Contact TRS for years of service and age information in order to calculate Option 1 contributions
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Complete and send COBRA forms to 3rd party administrators for terminating employees
Termintate CHOICES and retirement deduction codes in PDADEDN and PWABHIS for
terminating employees
Enter any Add/Replaces in PDADEDN for employees who were not on previous payroll & should
have been or for employees who owe money for any number of reasons
Once payroll has opened, work through error report - employees missing benefits codes are
researched and codes added or benefit category is changed in Banner
Once payroll has its first calc check the Add/Replaces to make sure they are correct - edit any that
are not correct
Also check employees with garnishment or child support and make sure they are built in correctly
using formula sheet
Check payout dollar amounts of employees with Option 1 or VEBA -calculate contribution amount -
build deduction codes in PDADEDN
After next calc check deductions for Option 1 or VEBA to make sure correct - make corrections if
necessary
After payroll has closed - process vendor payments
Contact employees who owe insurance premium money due to being on FMLA or LWOP
Reconcile vendor accounts
Forward Option 1 paperwork to TRS and VEBA paperwork to the VEBA administrator
Send retiring employee copy of Option 1 paperwork and letter explaining calculations as well as if
they owe any $ to TRS
Forward vendor checks to vendors with breakdown of contributions/premiums
Forward retiree premium changes to retirement companies
Reconcile retiree premiums
Contact retirees who have under or over paid their premium
Set up retiree deduction codes in Banner for newly retired employees
Deposit retiree premium payments into MED account
Deposit premiums of employees out on FMLA or LWOP into MED account
Enter supplemental annuity forms in PDADEDN for next payroll
Fax 457 applications to Great West Retirement for approval
Enter approved 457 applications into PDADEDN for the next payroll
Recruitment
Authorization to Recruit
Receipt of RAF
Log in and establishment of recruitment folder
Creation and posting of VA
Placement of newspaper ads/other advertising
Collection and sorting of applications
Search Process
Processing of applications and forwarding to search committee (sc)
SC orientation, if appropriate
SC reviews applications and rates on indiv matrices
SC identifies interview candidates and notifies HR/PP
SC conducts interviews and reference checks
SC obtains hiring and wage approval from HR/PP
Hiring authority (ha) extends employment offer verbally
Upon acceptance HR/PP pulls va postings and generates employment offer letter
Hiring dept notifies unsuccessful candidates
SC gathers all matrices, notes, applications, etc and forwards to HR/PP
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Hiring/Post Search
HA reviews and signs emp offer ltr and reviews with new hire and obtains their signature
New employee packet to new hire
Hiring dept completes new hire/payroll paperwork and sets new employee up
Upon new hire beginning employment, hiring dept conducts dept orientation
New hire attends New Employee Orientation and New Employee Benefits Orientation
Employee Recognition Program
Preliminary arrangements
Coordinate and make arrangements regarding date, place, catering, music, photographer,
hospitality approval
Select theme, color, flowers, etc
Order posters, pins
Prepare and send posters, letters, nomination forms
Prepare and send awareness announcements
Solicit nominations for selection committee members
President Gamble makes final determination of selection committee members
Coordinate and make arrangements for selection committee meeting to select finalists
Solicit gift donations from President, Provost and VPs
Nomination process
Spreadsheet created of nomination information
Nomination forms copied and assembled into notebooks for each of the selection committee
members
Notebooks are delivered to selection committee members
Letters prepared and sent to nominees and nominators
Announcement prepared and sent to and Please Post list/Extension Mailings/MSU Today
Program prepared and sent to University Printing
Gold seals sent to Registrar's Office for embossing
Orient selection committee members and receive finalists names after they determine
Final award ceremony
Prepare and sent invitations to nominees, nominators, President's Office, Provost's, VP's, and
Please Post list
Send supervisor reviews of finalists
Give names of finalists to Bozeman Trophy for engraving
Confirm Catering/Photographer/Music/President Gamble/VP Craig Roloff
Prepare signs and place cards for reception
Give names of finalists to Dawn to print award checks
Develop and send finalists' commentaries to President Gamble
Develop and send award program commentary with list of nominees to VP - A&F
Pick-up pins and engraved plaque
Have Susan call Dept Heads/Deans/Directors of finalists, inviting them to be in attendance at the
reception
Reception set-up and organization
Orient volunteers
Post award ceremony
Prepare and send thank you notes and ad to selection committee, gift donors,
Send photos of nominees to them
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Employee Relations (as relates to the
payroll process)
Probationary Termination - Classified
Verify employee is still within probationary period
Review reasons for probationary termination with supv
E-mail Notice of Probationary Termination to supv
Obtain hours worked for the month by the employee, through date of termination
Request PTF from supv, showing "IW" as reason code and noting effective date of termination
Sign off on PTF
Route PTF and hours worked to appropriate Payroll Tech for processing
Request COBRA notification and appropriate retirment withdrawl form from Benefits Tech
Print check
Give COBRA notice, retirement withdrawl info, and final check to supv; to be issued when verbal &
written notification are given
Obtain signed copies of Notice of Probationary Termination; copies to Union and personnel file
E-mail employees name and GID to Dawn and Payroll Lead at the end of the month to ensure
employee does not receive any additional paychecks
Non-Probationary Termination -
Classified
Review reasons for non-probationary termination with supv
Review what steps of the progressive discipline process have already been taken
Review whether the 7 steps for just cause termination have been met
Review with Legal Counsel, OCHE, or Affirmative Action as necessary
Work with supv to produce Notice of Proposed Discharge
Schedule pre-termination hearing if requested by employee
Review information presented at pre-termination hearing with Legal Counsel and supv; decide
course of action
Prepare Notice of Termination
Obtain hours worked for the month by the employee, through date of termination
Request PTF from supv, showing "IA" as reason code and noting effective date of termination
Sign off on PTF
Route PTF and hours worked to appropriate Payroll Tech for processing
Request COBRA notification and appropriate retirment withdrawl form from Benefits Tech
Print check
Give COBRA notice, retirement withdrawl info, and final check to supv; to be sent via certified mail
with Notice of Termination
Obtain signed copies of Notice of Termination; copies to Union and personnel file
E-mail employees name and GID to Dawn and Payroll Lead at the end of the month to ensure
employee does not receive any additional paychecks
FTE Reduction - Classified
Review reasons for FTE reduction with supv
Check applicable Collective Bargaining Agreement for advance notice requirements to employee
E-mail Notice of FTE Reduction to supv
Request PTF from supv, specifying reduction in FTE and the effective date
Sign off on PTF
Route PTF to the appropriate Payroll Tech for processing
Obtain signed copy of FTE Reduction; copies to Union and personnel file
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Layoff - Classified
Review reasons for layoff with supv
Review how the duties of the employee will be reassigned
Review titles and seniority of other classified employees in the department
Check applicable Collective Bargaining Agreement for advance notice requirements to employee
E-mail Justification for Layoff of Classified Position to supv for completion and signatures
Determine if the employer is required to purchase additional years of service for the employee
E-mail Notifiation of Layoff to supv
Obtain hours worked for the month by the employee, through date of layoff
Request PTF from supv, showing "LO" as reason code and noting effective date of layoff
Sign off on PTF
Route PTF and hours worked for the month to appropriate Payroll Tech for processing
Print check
Give final check to supv; to be given to employee on last day worked
Obtain signed copies of Notification of Layoff; copies to Union, Recruitment Specialist, Benefits
Supv, and personnel file
E-mail employees name and GID to Dawn and Payroll Lead at the end of the month to ensure
employee does not receive any additional paychecks
Classification of New & Vacant positions
Create Classified positions Role Description (RD) written by department, routed for signatures, sent to PPS
PPS logs in, creates position control file (PCF), assigns position number
Laura reviews job duties, audits position if necessary to gather appropriate information from
supervisor to make decision.
Laura assigns title, entry wage, union affiliation and makes overtime determination.
Laura forwards results to Darcy Halpin who completes the log, creates and distributes notification
letter and sends e-mail notification to the supervisor (to expedite the search process), makes
appropriate notations on PCF then files.
Progression Plan reviews Supervisor sends in Recruitment Authorization form to start search process (see Recruitment
Processes)
Change classified position titles/wages Supervisor identifies additional duties or change in existing duties.
Laura counsels on best flex pay options
Supervisor completes appropriate progression request forms, routes for signatures, sends to PPS.
Front desk logs in
Darcy Halpin sets up review file, verifies employee eligibility, forwards to Laura for review
Laura reviews job duties, audits position if necessary to gather appropriate information from
supervisor to make decision.
If denied, Laura will provide justification to supervisor and discuss other options. Notations are
made in the file.
Laura returns file to Darcy to complete log, return PCF to files.
If approved, Laura notifies supervisor via e-mail/phone, discusses pay increase options and
effective date.
Laura returns documentation to Darcy who creates and distributes letters of notification
(supervisor, employee, payroll tech, PCF, ECF).
Supervisor notifies employee.
Supervisor and employee monitor progress towards completion
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Upon completion, supervisor prepares completion form and PTF, obtains signatures and forwards
to PPS to implement pay increase.
PPS front desk logs in and forwards to Darcy Halpin.
Darcy Halpin verifies accuracy and completeness of request and codes PTF for entry into Banner,
forwards PTF to appropriate Payroll Tech.
Darcy updates PTF and returns file
Counsel employees and managers on
pay issues, options and processes
Consult with managers regarding Including:Creation of new positions. Meet with managers to discuss goals, provide options, determine best approach and
department reorganizations Modification of vacant positions. repercussions.
Modification of incumbent positions.
FLSA interpretation and impacts.
Classified vs. Professional positions.
Provide MUS Staff Compensation Plan Impact of restructuring job duties, Meet with managers to discuss goals, provide options, determine best approach and
group training as needed addition and/or elimination of positions. repercussions.
Represent MSU System on pay related Pay plan, flex pay options, temp hourly, fixed term, FISH! philosophy.
issues at the OCHE level
Participate in salary survey analysis and determine impact on MUS classified salaries. Work with
system representatives on creation or modification of classified position titles. Participate in review
and modification of MUS Pay Plan rules. Gather, maintain and report year end flexible pay
statistics.
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MSU A&F Business Process Review
Business Process Process Sub Process
(Main Heading) 2nd Tier 3rd Tier
Budget
Budget Adjustments
Base
1-time
Maintain records and audit criteria
Salary Projections
Generate separate spreadsheets for Faculty, Admin/Professional, Classified & GTAs
Review and change parameters for extract query
Run extract of position, employee, and budget data
Update and apply salary increase formulas and longevity criteria to extracted data
Calculate and determine minimum increase/percentage increase point and mark all applicable positions
Determine and make all FTE conversions
Determine union affiliations
Determine all "vacant' positions
Review longevity dates and set up longevity increment data
Alter all formulas necessary to add promotion and floor adjustments for faculty
Determine and apply cross-check formulas to show over- and underbudgeted positions
Make color code and notations for all formula or other changes
Distribute projections to all executives
Work with all departments for changes or corrections to individual positions
Submit final summary totals
NWAATYP/Spreadsheet Budgeting
Banner Forms set-ups
Banner Extracts
Training Sessions
Determine and distribute budget authority or allocations
Data Input & Reviews
Banner Error Checks
ATYP Loads
SSB Loads
SSB Validation & Uploads
Salary Planner/Finance Self Service
(new Banner functionality)
Test and document
Training
Review for accuracy
Validation & Upload
Determine and enter budgets for GenOp benefits, revenues, and reserves
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MSU A&F Business Process Review
Campus:
Business Process Process Sub Process
(Main Heading) 2nd Tier 3rd Tier
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