HRS Processing for UPS – Refresher for Movement from University Staff to Academic

Staff/LimitedJuly 9th, 2015

The Service Center Mission is to provide “best in class” HRIS and customer service to support the effective

management of the University of Wisconsin System’s Human Capital at the highest value.

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Goals for Today’s Session

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Goals: Review the mechanics of processing HRS transactions

associated with the movement from University Staff to Academic Staff/Limited.

Make participants aware of support options and deadlines for receipt for processing.

Make participants aware of available documentation to assist in transaction processing.

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Calendar for Processing

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HR Processing for Movement Entry to be performed at institution Entered using a Position Change Action/Action Reason:

Action: POS (Position Change); Action Reason: 110 (Voluntary Reassignment AS/LI); BAS

Action: MSC Timing

Entry into HRS by the last day of the month prior to movement taking effect, e.g. for August 1, 2015 movement, the Job entry must be completed by July 31, 2015

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HR Processing for Movement Position Change

Effective Date Reason Code – 110 Voluntary Reassignment AS/LI Job Code Title & Empl Class Continuity Pay Basis

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HR Processing for Movement

Position Change cont. Specific Information tab – uncheck Update

Incumbents box Budget & Incumbents tab – link to Job Data

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HR Processing for Movement Job Data – Work Location tab

Add effective dated row Action/Reason: Position Change/Voluntary

Reassignment AS/LI Update Position Number field

Copy Position Number Delete Paste the Position Number back into the field Tab out of the field

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HR Processing for Movement Job Data - Job Information & Payroll tabs

Verify updated fields are correct

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HR Processing for Movement Job Data - Compensation tab (KB 15814 & 25233)

Rate Code Comp Rate Top & Bottom Frequency Calculate Compensation Verify!

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HR Processing for Movement Job Data – UW Custom tab

Probation Type Working Title

Assign Work Schedule E40_MTWRF_8H Used for absence calculations Reference: KB 16830 TL - Assign Work Schedule

(Payroll Coordinator)

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HR Processing for Movement

References KB 53348 Position Change – Voluntary

Reassignment (UPS – Movement from University Staff to Academic Staff/Limited) https://kb.wisc.edu/hrs/page.php?id=53348

KB 25233 Compensation Tab Overview https://kb.wisc.edu/hrs/page.php?id=25233

KB 15814 Comp Rate Frequency Overview https://kb.wisc.edu/hrs/page.php?id=15814

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Benefits Processing for Movement

Benefits Impact: Action: Job Data has been updated with position

change effective 1st of the month which immediately creates a benefit event.

Result: Benefits batch will prepare the event overnight and the employee will appear on the MSC Event Evaluation Report the next day.

Current Benefit Program

New Benefit Program

Message

Class PartClass Full

Uncl PartUncl Full

**ICI Eligibility Change**

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Benefits Processing for Movement

Things to consider before processing MSC event: Does the Benefit Flag need to changed? Is the Benefit Service Date correct? Is the Health Rate field in Job Data accurate? A new application is required for ICI enrollment. A TASC transfer form is required for FSA/HSA

enrollment (KB #51148). UWSA Policy resource “Change Employment

Categories”: https://www.wisconsin.edu/ohrwd/admin/download/ben/events/emplcat.pdf

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Benefits Processing for Movement Action needed by Benefit Administrator:

Process MSC event at least two days before the bi-weekly A payroll to prevent Classified ICI deduction (e.g. August 11 for the August 13 confirm).

Contact your Affinity Group or if you have the Benefit Payline Credential, setup UW Payline adjustments to prevent deductions on the bi-weekly A payroll (e.g. August 11 for the August 13 confirm).

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Benefits Processing for Movement Action needed by Benefit Administrator Continued:

Remember to make ICI and FSA/HSA enrollment changes through an ADM event.

Remember to make TSA enrollment changes through an SAV event unless the employee updates the contribution amount through Self-Service.

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Benefits Processing for Movement Review of Benefits following standard processing:

Benefit Deduction Handling Instructions:

WRS Contribution Happens automatically when MSC event processedWRS Fiscal/Calendar Year Happens automatically when MSC event processedWRS Category Happens automatically when MSC event processedState Group Health Insurance

Enrollment carries forward. Remove deduction from last biweekly “A”

Domestic Partner Benefit Imputed Income

Enrollment carries forward. Remove deduction from last biweekly “A”

State Group Life Insurance

Enrollment carries forward. Takes on Biweekly “B” no need to remove deduction.

EPIC Benefits Enrollment carries forward. Remove deduction from last biweekly “A”Dental Wisconsin Enrollment carries forward. Remove deduction from last biweekly “A”VSP Vision Insurance Enrollment carries forward. Remove deduction from last biweekly “A”Accidental Death and Dismemberment

Enrollment carries forward. Remove deduction from last biweekly “A”

Individual & Family Life Insurance

Enrollment carries forward. Remove deduction from last biweekly “A”

UW Employees Inc. Life Insurance

Enrollment carries forward. Remove deduction from last biweekly “A”

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Benefits Processing for Movement Review of Benefits with processing exceptions:

Benefit Deduction Handling Instructions:Income Continuation Insurance

Requires new application.

ERA Requires new application, account closes and need new card and reenrollment. Will be delay in benefits. Let deduction go through. Will automatically recalculate.

TSA Contribution Automatically continues at whatever amount is set up (review with employee - might want to change)

Wisconsin Deferred Comp Send changes in as soon as possible, not a quick change

University Insurance Association

If employee becomes Academic Staff/Limited by 10/1 they are automatically enrolled, if not then they are not eligible until the next year.

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Benefits Processing for Movement

Additional considerations depending on time of year by Benefit Administrator: University Insurance Association (UIA) effective

10/1/2015 Events created 10/2/2015 – 10/4/2015

Open Enrollment between 10/5/2015 – 10/30/2015 Events created 10/2/2015 – 10/4/2015 Events closed 10/30/2015 – 11/1/2015

FSA/HSA enrollments for 2016 Events created 12/18/2015 – 12/20/2015

ICI Annual update for 2016 Events created 1/29/2016 – 1/31/2016

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Payroll/General Deduction Processing Each campus is responsible for assessing/updating each

employee’s active general deductions Active deduction = does not have an end date/has future end

date, goal balance is not equal to goal amount, or both

Example of an active deduction:

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Active vs. Inactive Deductions

Example of Inactive Deduction:

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General Handling InformationDeductions in most need of updating may include:

Deductions for which the EE is paying a fee/fare that is calculated at a biweekly rate (examples may include campus parking deductions).

Deduction will need to be updated to the correct monthly rate. Deductions for which the employee is supposed to hit a goal amount within a

certain number of pay periods and the amount to deduct each pay period is based on the EE’s biweekly pay basis (examples may include SECC or United Way deductions).

In cases like this, a new row would need to be added to re-prorate the remaining amount to be deducted over the remaining number of monthly payrolls in the year.

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Updating Deductions Date of the employee’s position change is the 1st of the month:

The employee will have one remaining ‘A’ payroll (partial). ‘A’ payrolls are the beginning of the earned month, so general deductions

should not come out of the employee’s last biweekly paycheck. To ensure the general deduction does not come out of the employee’s last

‘A’ paycheck, add a new effective dated row to the deduction, date it the last day of previous ‘B’ pay period, enter the same date in the “Deduction End Date” field, and save .

This needs to be done prior to the confirm date of the employee’s last ‘A’ paycheck.

After the employee’s last biweekly paycheck is confirmed, then a new effective dated row to begin the monthly deduction amount can be entered. The new row would be effective dated the 1st of the month/date of the position change.

This needs to be done prior to the confirm date of the employee’s first monthly paycheck.

Reference KB #16987 – Maintain Employee General Deductions https://kb.wisc.edu/hrs/page.php?id=16987 .

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Updating Deductions

Example dates for updating General Deductions for August 2015

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Updating Deductions

1. Navigate to deduction.

2. Add new effective dated row.

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Updating Deductions

3. Stop deduction for 8A payroll (after 7B payroll is confirmed and prior to 8A confirm).

4. Add new effective dated row (eff. Date of position change) with new monthly amount (after 8A is confirmed and prior to 8M confirm).

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General Deduction Exceptions

Campuses should not update the following deductions: Garnishments (MISC/MISFEE) – will be handled at the SC. TASC parking/transit (CMPRKB, CMPRKA, CMTRNB,

CMTRNA) – Campus should fill out TASC transfer form, email it to TASC and copy Service Center to update the deduction. KB #51148 – instructions and link to transfer form.

Van Pool (VANPLB/VANPLA) – Campus should counsel the EE to fill out a new Van Pool Authorization form with monthly fare and send yellow copy to campus central payroll office for entry into HRS.

Ongoing voluntary deductions – Many Foundation deductions are ongoing/indefinite and the EE has pledged a certain amount each payroll. It’s recommended that you consult with the EE regarding these types of deductions to see if they want to change their “per payroll” deduction amount now that they will be paid monthly.

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Absence Processing for Movement Moving Leave Balances from University Staff to Academic

Staff/Limited once the Voluntary Movement decision is made: Processing to be done at Service Center. If the Service Center is removing the Benefit Deductions

from the biweekly “A” payroll for you, then reply to the email from your Affinity Group requesting the form.

If your institution is removing the Benefit Deductions from the biweekly “A” payroll, send an email to your Affinity Group with the completed form attached to create a WiscIT.

Submit the form once final biweekly “A” payroll has confirmed (all balances have updated).

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Absence Processing for Movement

Form posted on Service Center website at: https://uwservice.wisc.edu/docs/forms/am-voluntary-movement.pdf

Instructions listed on the second page.

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Absence Processing for Movement Complete Employee information at the top and check

the box for Voluntary Reassignment. This means that all leave balance will transfer

subject to the Academic Staff maximums (i.e. carryover and banked leave are NOT discretionary).

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Absence Processing for Movement

1. To complete the University Staff leave balances, use the confirmed pay period in which transfer occurs (e.g. in August this will be the biweekly “A” pay period confirming on August 13). Use Results by Calendar to review balances. Do NOT use Review Absence Balances.

Main Menu > Global Payroll & Absence Mgmt > Absence and Payroll Processing > Results by Calendar

2. Using the Calendar where the transfer occurs, choose the highest version number and highest segment number. This is not always in numerical order when 2 different Calendar Group ID’s are calculating.

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Absence Processing for Movement

3. Enter the balances on page 1 of the form (shown below) according to Results by Calendar results.

• Remember to wait for the University Staff confirmed payroll before placing the balances on the form (e.g. for August that would be August 13, 2015).

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Absence Processing for Movement

4. Calculate the ALRA counter and place on form in the appropriate box. ALRA can be computed at: https://uwservice.wisc.edu/docs/calculators/am-alra-counter.xls.

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Absence Processing for Movement5. Verify Academic Staff/Limited (AS/LI) beginning balances using the first calculated

payroll for AS/LI. They will include auto-generated balances. Sometimes the Personal Holiday (PH) will need to be removed based on the time of year. If the reassignment date is between:

a. January 2 – June 30: No new AS/LI Personal Holiday should be granted. • PH from University Staff leave should be carried over and entered into AS/LI PH. • AS/LI PH that was granted by the system when the job was entered should be

deleted by the UWSC. b. July 1 – January 1: New AS/LI PH should be granted.

• PH from University Staff leave should be paid out. AS/LI PH will auto generate 36 hours.

The balances in the last column are what you would expect once the UWSC does the balance transfer.

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Absence Processing for Movement6. University Staff vacation and vacation carryover can be summed up and placed in

the AS/LI vacation current year (VNA) as long as the balance does not exceed 176. Once 176 hours is reached with new allocation plus carryover university staff vacation, the balance can go to AS/LI vacation carryover, subject to a 176 hours maximum, and AS/LI carryover rules. Example: UWS_C_VC_BAL + UWS_C_VN_BAL + UWS_U_VNA_BAL Enter in UWS_U_VNA_BAL not to exceed 176. Any hours that exceeds 176 Enter in UWS_U_VC_BAL not to exceed 176. Any hours that exceeds 176 Payout on the Bi-weekly payroll.

a. AS/LI Vacation allocation can be no larger than 176 hours. Place any excess in VC.

b. AS/LI Vacation carryover can be no larger than 176 hours. Place any excess in payout.

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Absence Processing for Movement

Additional items to consider that affect the Absence processing: Remember to remove any future dated absence

takes for their University Staff employment (if applicable).

Remember to add an E40 (Unclassified default) work schedule when completing the HR transaction with the same effective date as the Job Change (e.g. 8/01/2015 for August).

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Absence Processing for Movement

Documentation/KB reference: AM - Results by Calendar KB 19169 https://

kb.wisc.edu/hrs/page.php?id=19169. Operational Policy TR3: Voluntary Reassignment

https://www.wisconsin.edu/ohrwd/download/policies/ops/tr3.pdf.

Other Support Considerations: If you need any assistance completing the form,

please contact your Affinity Group.

Timing for Processing: Dependent on number of moves received in a month

balance transfers may not occur the same month in which they arrive.

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Processing Summary Overall KB including process flow and summary of steps

covered in this workshop: HR - Voluntary Reassignment Process (Univ Staff to Academic Staff/Limited) KB 53474 (https://kb.wisc.edu/hrs/page.php?id=53474).

Affinity Groups will create a WiscIT under the new UPS – Voluntary Reassignment Category. If the Service Center is removing the Benefit Deductions from

the biweekly “A” payroll for you, start the ticket by sending an email to your AG; then reply to the email from your Affinity Group requesting the Absence form to provide all the needed data.

If your institution is removing the Benefit Deductions from the biweekly “A” payroll, send an email to your Affinity Group with the completed Absence form attached to create a WiscIT.

Contact your AG with any questions.

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Questions?