Embed Size (px)
Citation preview
Payroll User Group
November 28, 2018
Welcome
Kevin McHughState Payroll Director, CTR
CTR Payroll User Group
WelcomeKevin McHugh Chief Payroll Officer
This Week’s Alert!
Comptroller of the Commonwealth
Thomas G. Shack III, Comptroller
November 26, 2018
www.macomptroller.org
Please share this warning with appropriate staff within your agency. Warning: Stay Alert for Aggressive and Evolving Phishing and Spoofing Email Activity A reminder to use caution upon receipt of unsolicited or unexpected emails from known state employees and officials. Phishing and Spoofing efforts against the Commonwealth are increasingly aggressive and rapidly evolving, using the names of specific Commonwealth employees and terminology that would attract the attention of state employees in the fiscal and payroll areas. Recent Phishing and Spoofing attempts appear to come from a legitimate known Commonwealth sender and have included attachments claiming to be “Invoices” or employee award “Nomination Forms” from the Office of the Comptroller. Other recent attempts have asked for Direct Deposit changes or Usernames and Passwords. The Office of the Comptroller does not send invoices, nomination forms, or other such documentation via email as attachments. Agencies within the Commonwealth will never send a solicited or unsolicited email asking for your account details, password, or other sensitive data. As fraud schemes evolve and become more specific and targeted, it is critical that all employees remain vigilant and review emails carefully. If you receive any suspicious, unsolicited, or unusual email; please do not open it and contact your agency CIO (Chief Information Officer), DSO (Department Security Officer), or IT support immediately. ### The Office of the Comptroller of the Commonwealth Visit our Website: https://www.macomptroller.org
@MA_Comptroller
Welcome
Kevin McHughState Payroll Director, CTR
CTR Payroll User Group
Cyber Awareness
Tryntje Rainbow BumgardnerDeputy Chief Payroll Officer
Security Threats
• Security threats to personal information are everywhere on the internet
• Always use caution online• Remember, the Commonwealth will never
send unsolicited emails asking you to provide personal information or direct you to click on a link to validate personal information online
• Immediately report any suspicious emails to your local IT staff
What to watch for
• A generic greeting – e.g., “Dear Customer”
• A sense of urgency –immediate action required
• An implied threat – account disabled
• A forged e-mail address• An unusual/unexpected
website link• A request for your login and
password or other personal information
Good feeling gone
What to do
• Verbally confirm all e-mail communication related to personal, payroll or direct deposit changes
• Do not make changes unless verified• Direct employees to use self-service
National Tax Security Awareness Week
• The third annual National Tax Security is December 3-7
• The IRS is offering a free webinar “Understanding the Dark Web”
• Launching @IRSTaxSecurity twitter handle to keep the public aware of emerging threats throughout the 2019 tax filing season
Anti-Phishing Video
• Watch for Questions–There will be a test!
Thank You!!!
13
SMART Plan Agenda
Presented by Marianne Cole, Retirement Plan Advisor
2019 Contribution Limits PEC Enrollment (online enroll) 2018 Year in ReviewQuestions
2019 New Contribution Limits
The limit on elective deferrals has increased to $19,000.
The age 50 catch-up amount for participants aged 50 remains at $6,000.
The new limit for participants utilizing the Special Catch-up program is $38,000.
14
PEC (Online) Enrollment
15
PEC (Online) Enrollment
16
More efficient, paperless
Still available:Enroll through Active Choice (Quick Enroll) Enroll with traditional Enroll form
2018 Year in Review
Active Choice Enrollment–Over 1,200 State employees enrolled
(through 10/31)–5,641 Total Enrollments
278,000 participants; over $8.98 billion– Data through 11/16/2018
17
18
Questions?
Thank you
Quick Facts
Credit Union for State Employees
► Over 12,000 State Employees are Members
► Over $112,000,000 on Deposit from State Employees
► Over $98,000,000 in Loan Balances
► Exclusive Offers for State Employees Only
► Once a Member, Always a Member
► Exclusive Web Page on Metro Website -
Metrocu.org/state – Enrollment/Specials
Fun Facts*► 82% of current credit union members have recommended their
institution to others.
► With more than 5000 credit unions across the globe and access to tens of thousands of ATM, credit unions are increasingly convenient on a national scale.
► President Roosevelt signed the Federal Credit Union Act in 1934 to promote thriftiness and prevent usury during the Great Depression.
► Credit unions are not-for-profit- institutions and are owned by the people they serve.
*The Neighborhood Developers-November 15, 2018
Quick Reminders
REFER A FRIEND
► 0% Interest Loan► Up to $25,000 with terms up to 7 years.
Metro Insurance Advisors
Only for State Employees
Free Lunch and Learns
MetroCU.org
Welcome
Kevin McHughState Payroll Director, CTR
CTR Payroll User Group
Year End Processing –ACA and W-2 Distribution
Kevin McHughStatewide Payroll Team
W-2/W-2c Consent
Employees can review the disclosure and consent to suppress their paper W-2/W-2c forms. Employees can also choose to remove their consent if they wish to receive a paper W-2.
• Path to Self-Service Page: Self Service > Payroll and Compensation > W-2/W-2c Consent• Only employees can consent to receive an electronic copy of their W-2 • Core users do not have access to update this field
Benefits of Suppression
• Access your W-2 and 1095-C, and correction forms online • No possibility an employee's forms getting lost, stolen,
delayed or misplaced • Secure access, including the employee's ID number and
personally chosen password, protect all information within HR/CMS.
• The format of the online W-2 for an employee to quickly and easily “cut and paste” the included information into most tax preparation software.
• The 1095-C should be kept with tax records, format allows to download in PDF form
• For more information please visit the Comptroller Website
W-2/W-2C and ACA 1095-C forms Consent to SuppressWE CAN DO BETTER
• New this year– No suppression, no access to W-2 until January 31, or until it arrives in the mail– that includes you.
• All employees have access to view and print their W-2 and 1095-C forms
• Encourage your employees to suppress their paper W-2 and 1095-C forms and direct them to the following link:
https://www.mass.gov/guides/payroll-and-compensation-job-aids-for-employee-self-service• Path for Employee Self-Service Page in HR/CMS:
– Self Service > Payroll and Compensation > W-2/W-2c Consent– Self Service > Benefits > 1095-C Consent
W-2 and 1095-C Distribution• Paper Delivery:
– Update “Home Address” by January 6– Mailed to employee’s ‘Home’ address – Postmarked by January 31st
– Avoid using P.O. Box as Home Address– but is allowable– --Double Dash, Double Space not allowed
• Returns: Undeliverable Forms returned to CTR• Reprints:
– Use HR/CMS Self-Service (All Employees have access regardless of Consent status)
– Contact Department for W-2 for years prior to 2012
Preparation for Tax Year End
• The Last Pay Period for 2018 W-2 Reporting is 12/22/2018.
• CAR and other non-cash taxable benefits must be entered within this final pay period.
• Review HMTAX010 Report for potential Medicare Tax Errors
Tax Year End
• Receipt vouchers for pay period ending 11/24/18 or earlier should submitted to RET by 12/7/2018
• Receipt vouchers for pay period ending 12/8/18 must be submitted by 12/18/18.
• Receipt vouchers for pay period ending 12/22/18 must be submitted by 12/28/18.
Deferred Compensation Refunds
• All “Deferrals-in-Error” or “over contributions” need to be refunded to the employee (cash in hand) prior to 12/31 in order to have the W-2 updated correctly.
• Refund requests go to TRE c/o Jane Waldron.
Fringe Benefits
• Includes an employee’s use of an employer-provided vehicle for business purposes which is also used for personal commuting.
• Fringe benefits must be added to an employee's federal and state taxable gross income and are subject to federal and state income tax withholding and Medicare taxes.
Employer Provided Car Benefit
• Non-cash payment included in Paycheck• Departments should be entering all CAR
imputed income via HR/CMS• Period is November 1 to October 31• Code is “CAR” (amounts) • $1.50 per commute – or Amount
Submitted by Employee on OSD Form• See OSD Memo posted on CTR Homepage
View W-2/W-2c Forms -- Self-Service
2018 forms will be available Mid January and employees will have access to previous W-2s by using the View a Different Tax Year link.
• W-2s prior to 2012 will not be available using self-service• Employees who consent to suppression will receive a system generated e-mail when a
new W-2 form is available• A link to filing instructions is available • An accessible version of the unofficial W-2 data will continue to be available in PayInfo
at the end of January
W-2 Questions
• Employee W-2 Questions should be referred to Employee’s Payroll Office.
• Comptroller’s Payroll Team will help with any questions submitted by Department’s Payroll Office.
W-2 Form Corrections
• Department submits and copy Request for Correction Form of original W-2 along with memo explaining reason for correction.
• CTR will process in HR/CMS. • Employee will get a notification when
available online in HR/CMS Self-Service
ACA Employee Reporting To be Mailed By 01/31/19
Employer Shared Responsibility (ESR) Provide an offer of Insurance to ACA Full Time Employees IRS Form 1095-C for ACA Full Time Employee for any month
of the year Minimal Essential Coverage (MEC)
GIC Plans provide MEC Coverage to those whom are eligible Employee and Beneficiaries coverage IRS Form 1095-B Reporting entities – New this year– GIC to do all Self Insured
Plans
Who will Get 1095-C
• Employees who work 30 or more hours on average a week or 130 or more a month during 2017
• Once measured, ACA eligibility status will remain until next measurement period or termination
• If employee does not meet the definition of ACA full-time during the year, they will NOT get a form
What will be on the form?
• Box 14 – Did the employee have an offer of insurance• Box 15 – What is the lowest cost employee self
coverage• Box 16 – Is Box 15 coverage “affordable” based on
“Safe Harbors”
• There will be NO information on coverage for employee and dependents in Part 3– Instead employees and dependents will get a form 1095-B from GIC
CTR Payroll User Group
Preview of 2019 Tax Changes
State Unemployment and EMAC• The UI rate for TY2019 is 0.3% (drops from 0.4% to 0.3%)• EMAC rate is 0.51% (unchanged)• EMAC cap remains $15,000 • New rates take effect 1/1/2019Qualified transportation fringes• The amounts that may be excluded from gross income for employer-provided qualified
transportation fringe benefits (transportation in a commuter highway vehicle and any transit pass) and qualified parking for 2019 are both $265 per month ($260 in 2018).
Health flexible spending arrangements• For plan years beginning in 2019, the dollar limitation under IRC §125(i) on voluntary employee
salary reductions for contributions to health flexible spending arrangements is $2,700 ($2,650 in 2018).
Standard deduction• The standard deduction amounts for 2019 increase to $24,400 for married couples filing jointly or
surviving spouses ($24,000 in 2018), $12,200 for single taxpayers and married taxpayers filing separately ($12,000 in 2018), and $18,350 for heads of household ($18,000 in 2018).
Federal tax levies• The Tax Cuts and Jobs Act altered the way the amount of wages, salary, or other income exempt
from a federal tax levy is calculated. For taxable years beginning in 2019, the dollar amount used to calculate the amount determined under IRC §6334(d)(4)(B) is $4,200 (up from $4,150 in 2018).
Questions
Commuter Choice – Transit and Parking
Presented by Jasmine ShamerBenefit Strategies LLC
11/28/2018
11/28/2018 52
Payroll Processing Reminders When Payroll and/or HR Coordinators receive the email notification from Benefit
Strategies, with a brand new commuter Transit or Parking enrollment or a change to the current election. Please keep these important factors in mind
Payroll deduction changes should never be made without an email notification from Benefit Strategies with a completed electronic election form attached. Employees may not and should not be calling or stopping by your office in person asking you verbally or through an email to make a change to their TRN/PRK benefit deduction
If you receive an enrollment, change, cancellation for the Transit benefit (QTTRAN) please make sure the deduction is started with effective date before the pay period ending the month before payroll is to process the change (example)
If the EE is enrolled in the Parking plan only, then make sure to also start the QTPER2 deduction. If the EE is enrolled in both Transit and Parking benefits, then please use QTPER1 code for the admin fee (example)
The same goes for the admin fee of $1.50 (QTPER1 or QTPER2). If the EE is enrolled in the Transit plan only, please make sure to also start QTPER1 deduction with the same effective date that you started the QTTRAN deduction
11/28/2018 53
• For the 2019 tax plan year, the monthly pre-tax limit for the Mass Transit benefit will increase to $265, from $260 in 2018
• The Mass Parking benefit pre-tax limit will also increase to $265, from $260 in 2018
• The State pre-tax deduction will be $135 and Federal will be $130• Benefit Strategies will coordinate and fund the member accounts
based on the current 2018PY pre-tax max of $260 for anyone that has an election of that amount or greater which will be used for Jan 2019 expenses and then we will updated all member accounts to be funded correctly based on the new 2019PY pre-tax max of $265 for Feb 2019 expenses (example)
11/28/2018 54
2019 Plan Year Enrollment for Commuter Benefit
The Transit and Parking benefits run month-by-month and roll over year to year, there is no open enrollment
Whatever the amount for either and/or both Transit and Parking benefits that your employees have deducted from their paychecks in Dec 2018, it will automatically roll over to Jan 2019 – no changes necessary
If your employees do not want to participate in the Commuter Benefit for 2019 plan year or they wish to change the amount being deducted from their paycheck, they do have to complete the online Election Change Form here https://www.benstrat.com/ctbform/index.php
11/28/2018 55
Transit and Parking Calendars When making a Transit or Parking change through the
online Election Change Form, there are links to the 2019 Change Process Calendars. They are located here https://www.benstrat.com/clients/commonwealth/
please print these calendars for quick reference to important deadlines
2019 Transit Election Change Process Calendar2019 Parking Election Change Process Calendar
11/28/2018 56
Transit Election Change Process Calendar for 2019
The deadline to submit the Transit Election Change Forms to Benefit Strategies for the Jan 2019 benefit month is 12/05/2018 by midnight
11/28/2018 57
Important Fact About Transit 2019
At the bottom of the Transit 2019 Calendar you will notice a very important message
11/28/2018 58
Parking Election Change Process Calendar 2019
The deadline to submit the Parking Election Change Form to Benefit Strategies for Jan 2019 benefit month is 12/19/2018
11/28/2018 59
Important Fact About Parking 2019
At the bottom of the Parking 2019 Calendar you will notice a very important message
11/28/2018 60
HRCMS Payroll Deduction Dates for 2019
11/28/2018 61
BLACKOUT DATES for 2019 Plan Year
Benefit Strategies will send out 3 Constant Contact blast emails to all enrolled members. First email will go out on Fri 12/07/18, second email (blackout begins) will go out on Fri 12/14/18, and third email (blackout ends) will go out on Fri 12/21/18: 2018 Plan Year ends at midnight on Tuesday 12/18/18 2019 Plan Year enrollments and rollover balances will be completed Thursday 12/20/18,
members will see their 2019 account but with no balances until the blackout is over 2019 Plan Year starts on 12/19/18 BLACKOUT PERIOD = starting at midnight on Fri 12/14/18 to midnight on Thurs 12/20/18,
the flex debit cards will not be available nor will the online claims system If members have any available balance left in their 2018PY account, it must be spent, or
manual claims submitted before the 12/14/18 blackout starts. Once the cards are activated on Fri 12/21/18, members can begin purchasing their January 2019 passes
The Transit deduction taken from the 12/14/18 paycheck will be loaded onto the flex cards on 12/20/18 for the Jan 2019 benefit month, but will not actually be available until Fri 12/21/18 due to the blackout
Any balances left in the 2018 account at midnight on 12/18/18 will be rolled over into the new 2019 account.
11/28/2018 62
Contact Information for Benefit Strategies
Your dedicated Account Executive:Jasmine Shamer
EMAIL: [email protected]’s Direct Line: 603-232-8059
Fax#: 603-647-4668Website: www.benstrat.com
Phone# For Employees: 877-353-9442Email For Employees: [email protected]
11/28/2018 63
Welcome
Kevin McHughState Payroll Director, CTR
CTR Payroll User Group
Payroll RemindersKevin McHughStatewide Payroll Team
Payroll Reminders Process timely transactions for hires.
New hires: Do not hire without valid SSN#. If HR/CMS prompts occur with “employee exists” then add an Employment Instance using the existing Employee ID. If needed contact CommonHelp for the existing ID. DO NOT create a duplicate Employee ID.
Benefit Program Participation: Must be entered or there will be problems with hires
Employee Self Service to set up Direct Deposit and Suppress Advise Printing
New SSTA Approval Delegation job aids available on following link: Manager, Supervisor: Time Approval Delegation & Delegation Notification
Payroll Tuesday Reminders Check validation• Reports are generated in Docs Direct for paycheck confirmation. • LCM reports to confirm Labor History. • Labor History predictive in Warehouse.• Best Practice is a helpful resource for payroll analysis.
Deduction validation• On Payroll Tuesday due to time constraints we cannot determine appropriate action needed if deduction has not been
taken.
Tickets• Tickets will not be addressed after 5pm the Monday before payroll due to time constraints.
E-mail• The proper channel to have an issue addressed is via the Ticket Process. No e-mails will be addresses at any time for
payroll issues.
W-4 Federal Tax Information
• Employees can update their W-4 federal tax information online and agencies are responsible for making sure that employee personnel files contain every employee’s most recent W-4 tax information.
• Path to Self-Service Page:
• Self Service > Payroll and Compensation > W-4 Tax Information
A DocDirect report is available for reporting on W-4 tax information.
W-4 Identity Verification and Submit Confirmation
• Verify Identify
• After hitting submit button on the W-4 Tax Information Page, employees will be prompted to enter their password prior to saving their W-4 changes.
• Submit Confirmation
• Employees will be prompted with a submit confirmation message telling them that they need to update their state M-4 withholdings by submitting a written request
Re-certification for Exempt Employees
Employees who claim exempt status must re-certify their status every year.
• Employees will receive a system generated e-mail reminding them that they have to re-certify their status or they will be reset.
• The Comptroller’s Office will monitor exempt employees to insure that they have valid e-mail addresses in HR/CMS.
Lock-In Letters• If the IRS determines that an employee does not have enough withholding, they
will require an increase in the amount of withholding tax by issuing a “lock-in” letter that specifies the maximum number of withholding allowances permitted for the employee.
• Core users will continue to be able to “lock in” employee records preventing employees from increasing their withholdings
Agency Notification Point of Contact
• Automated system messages regarding unreported, unapproved, over/under reported time
• Should be limited to one or two core users and must define a primary
• Please send requested changes by e-mail to [email protected]
CY 2018 to Date
Retirement Paychecks RetirementRetirement
DollarsDeferred
Comp DC Amount1/6/2018 82,178 80,065 $20,453,983.50 33,206 $6,600,372.93
1/20/2018 86,390 82,141 $20,547,631.95 33,163 $7,095,334.682/3/2018 92,165 86,772 $20,743,165.33 33,443 $6,622,154.65
2/17/2018 93,191 87,053 $20,759,345.15 33,394 $6,622,271.323/3/2018 93,219 87,301 $20,982,480.03 33,506 $6,631,135.69
3/17/2018 92,780 87,052 $20,708,794.13 33,411 $6,587,758.153/31/2018 93,259 87,282 $20,830,139.61 33,406 $6,392,469.404/14/2018 93,776 87,589 $20,997,119.15 33,583 $6,780,926.654/28/2018 99,504 87,767 $21,052,089.61 33,542 $6,525,761.435/12/2018 93,277 87,547 $20,832,523.03 33,689 $6,450,259.275/26/2018 87,342 83,875 $20,598,067.51 33,610 $6,554,668.306/9/2018 86,388 84,243 $20,955,341.34 33,941 $6,822,441.79
6/23/2018 89,826 87,176 $22,663,085.74 33,900 $7,337,790.757/7/2018 86,504 84,570 $21,002,122.79 33,390 $6,535,769.41
7/21/2018 87,227 84,583 $21,007,177.72 33,804 $7,164,434.528/4/2018 86,514 84,328 $21,040,869.40 33,942 $6,668,759.85
8/18/2018 86,283 83,667 $21,344,584.09 33,865 $6,770,691.149/1/2018 85,527 82,871 $20,838,918.62 33,751 $6,660,700.73
9/15/2018 91,875 87,445 $21,451,332.57 33,880 $6,817,381.939/29/2018 93,035 87,654 $21,319,161.53 33,789 $6,487,365.93
10/13/2018 93,872 87,726 $21,454,772.77 33,864 $6,558,465.6810/27/2018 94,006 87,564 $21,225,764.21 33,737 $6,532,459.0711/10/2018 93,839 87,691 $21,406,466.95 33,915 $6,368,207.99
Totals 2,081,977 1,973,962 $484,214,936.73 773,731 $153,587,581.26
Thank You!!!
Happy Holidays!
