End State Employment Withdrawl Money from Retirement - Excel

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End State Employment Withdrawl Money from Retirement - Excel Powered By Docstoc
					                                       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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Description: End State Employment Withdrawl Money from Retirement document sample