"End State Employment Withdrawl Money from Retirement - Excel"
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 D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls 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 D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls 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 D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls 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 D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls 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 D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls 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 D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls of progression. 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. D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls 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 D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls MSU A&F Business Process Review Campus: Business Process Process Sub Process (Main Heading) 2nd Tier 3rd Tier D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls D:\Docstoc\Working\pdf\e9a489d3-1db1-4d4a-b6c5-b6715633b8cb.xls