Finance Tools and Database Upgrade impacts for Summit HR

Due to the Finance Tools and Database Upgrade schedule below, the last Summit Finance Batch run will be as of Wednesday, May 11th; Thursday (May 12) & Friday (May 13) will not run.

  1. Finance Production:  will not be available Thursday (after 5 PM), Friday, Saturday or Sunday; May 12 (5 PM) – May 15.
  2. Finance Reporting: will be available on Friday, May 13 with data as of Wednesday, May 11 (post batch).  Finance Reporting will not be available on Saturday or Sunday.
  3. Finance Production and Reporting: will be available on Monday morning, May 16.  Batch will have run on Sunday so data will be up to date in both environments.
  4. Summit:
    1. Summit availability will not change during this time.  Summit Finance data during the event will be as of Wednesday, May 11 (post batch).
    2. Summit batch will have run on Sunday so Finance data will be up to date on Monday morning, May 16.
  5. Buyways: users can login and perform searches, but there is no communication to PeopleSoft during the downtime.

Please note:  Summit HR Batch will run as scheduled, however Position Management data will not be updated with Finance data during this time period as well; HR data will continue to update.

2015 Tax Reporting and W2 changes

This memo provides an explanation of some of the important changes for this year and other information for the 2015 Form W-2, Wage and Tax Statement.

For federal tax purposes, the following pre-tax benefits are excluded from the gross taxable federal wages in Box 1 (Wages, Tips, Other Compensation) on the employee’s Form W-2:
• certain contributions to the Commonwealth Retirement Plan (SERS)
• contributions to the Optional Retirement Program (ORP)
• contributions to the 401(a) Gap Plan
• contributions to the Dependent Care Assistance Plan (DCAP)
• contributions to the 457(b) Deferred Compensation Plan (excluding the After Tax contributions to the 457(b) Roth Plan reported in Box 12EE)
• contributions to the 403(b) Elective Deferral Savings Plan
• certain contributions to the Pre-Tax Parking and Transit Pass Programs
• certain payments of Health Insurance Premiums
• contributions to Health Care Saving Account (HSCA) and Health Care Saving Account Fee (HCSAF).

For Massachusetts state tax purposes, the following pre-tax benefits are excluded from the gross taxable state wages in Box 16 (State Wages, Tips, etc.) on the employee’s Form W-2:
• contributions to the 401(a) Gap Plan
• certain contributions to the Dependent Care Assistance Plan (DCAP)
• contributions to the 457(b) Deferred Compensation Plan (excluding the After Tax contributions to the 457(b) Roth Plan reported in Box 12EE)
• contributions to the 403(b) Elective Deferral Savings Plan
• certain contributions to the Pre-Tax Parking and Transit Pass Programs
• certain payments of Health Insurance Premiums
• contributions to Health Care Saving Account (HSCA)
• contributions to Health Care Saving Account HCSA Fee (HCSAF)

Generally, state wages (Box 16) are higher than federal wages (Box 1) because contributions to SERS and ORP are excluded from federal wages, but not from state wages. State wages include the value of tuition and fee waivers for graduate level courses for employee dependents.

Box 12DD displays the cost of employer-provided group health insurance. This is for informational purposes only and has no effect on your grosses or taxes. If there are more than five entries in Box 12, or more than four entries in Box 14, a second W-2 will print with only that information.

Box 14 Codes (if applicable) are as follows for 2015:

14O – Health Care Spending Account (with HCSA Fee) 14W – Qualified Transit/Parking
14S – Personal Use Auto 14X – Post-Tax Retirement
14T – Housing Allowance 14Y – Pre-Tax Retirement
14V – Pre-Tax Parking 14Z – Pre-Tax Health Insurance

Note to foreign employees about 1042-S Forms:
If you are an employee who has claimed exemption from income tax withholding based on a tax treaty, your exempt treaty wages will be reported on a 1042-S form. Your taxable wages (if applicable) will be reported on a W-2 form. If you were not a U.S. citizen or U.S. resident for some portion of the tax year and you received a vendor payment or certain scholarships and awards (outside of payroll), you may receive one or more 1042-S forms.

The 1042-S forms will be delivered to the foreign employees separately from the W-2 forms. They are scheduled to be distributed by March 15, 2016 in accordance with IRS requirements.

Please contact your Human Resource or Payroll Office:
1. to obtain a reprint of your Form W-2 if your copy is misplaced or lost. You can do this yourself if you have access to the PeopleSoft self-service panel, but be careful when you print them as your SSN and address are there. or
2. to obtain a Form W-2C (Statement of Corrected Income and Tax Amounts) if your name, social security number or any of the information reported on Form W-2 is incorrect, or
3. for information about the contents of specific boxes on Form W-2, or
4. if you have any additional questions.

Important: W2, Verification of Mailing Address

We are closing in on the 2015 calendar year end with the W2 processing just around the corner.  We wanted to encourage you to take a moment to review your address on file to ensure that your W2 is mailed to your most current address.

For student employees, review your address in SiS.  SiS will then automatically update your address in HR Direct.  For non-student employees, log onto HR Direct and navigate on the menu to Self Service > Personal Information > Home and Mailing Address and update your information.

Once you are on the Home and Mailing Address page in HR Direct use the red EDIT mark to make any changes.

If you need assistance please contact Payroll@uml.edu

 

 

Human Resources & EOO

W2’s and 1042s Forms

Year-end tax documents (W-2’s and 1042-S forms) will be mailed out in the next few weeks. It is important that your address in HR Direct is current to ensure you receive these documents in a timely manner. Please log into HR Direct to verify and update, if needed, the address on file. The path to review and update your address is:
Self Service > Personal Information > Home and Mailing Address
Link to job aid
http://www.uml.edu/docs/M1_Maintaining_Home_and_Mailing_Addresses_tcm18-46469.pdf

Personal Time Expiration

Please make note the last day to use your 2015 Personal time will be on Saturday January 9th, 2016. Please check the Leave/Compensatory tab at the bottom of your time sheet

Personal Time.png

Or the Available Hours Block on your Paystub

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for your remainingPersonal Time and plan to use before it expires.

Update to Logon Pages

The look and feel of the log in page for BuyWays, Financials, HR Direct, SiS, Summit and other systemsis changing so that it is mobile friendly. The URL’s are not changing and once you get into the system, there are no changes to the look and feel. It only effects the look of the log in page.

Changes go into place on Monday, October 26th.

Screenshots of the new login page and list of systems being updated are shown below.

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‘ SiS

‘ Salesforce

‘ HR Direct

‘ Finance

‘ Summit

‘ Document Imaging WebNow

‘ Effort Certificaiton

‘ UMass BuyWays

‘ Student Success Collaborative (SSC)

‘ Salesforce Employee

‘ Atomic Learning

September 2015 – Attention New Employees

The start of the school year is also one of the biggest periods of time
for new employees. In particular a lot of first time student employees.
There are job aids and videos to help new employees learn about the
features of the HR Direct system.

A couple key things to know…
  1. All Employees are on a bi-weekly pay cycle. See pay calender for deadlines and pay dates.
  2. Student hours must be approved by the manager in order to have payroll processed.
Here are a couple links to get you started:

July 4, 2015 Time Reporting Information

4th of
July Holiday News:

The University is officially open on Friday, July 3, 2015 (skeleton staffing is fine). The official state holiday for July 4th is on Saturday. Employees who are planning to work on July 3rd can accrue holiday comp time to be used within 60 days.

Please see the HR Direct job aid for how to code your timesheet if you work on Friday, July 3rd . If you are off on July 3rd no time entry is needed for that day.

http://www.uml.edu/docs/ESS-Manage_Saturday_Holiday_tcm18-46484_tcm18-194684.pdf

2/13/2015 Snow/University Closed Time Reporting

There are a few different variables for time reporting this pay period. Hopefully this information will help you complete your HR Direct timesheet correctly.

Monday, Feb. 9 & Tuesday, Feb. 10
If you had planned to be out on Monday or Tuesday you must report time with the corresponding Vacation or Personal time you intended to use. Example 7.5 VAC
If you were scheduled to work you should report time as 7.5 University Closed (UCLSD).
Below is an example of an SEIU employee timesheet for a person who worked / planned to work on Monday, Tuesday.
timesheet ucld.png

1/29/15 Snow/University Closed Time Reporting

There are a few different variables for time reporting this pay period. Hopefully this information will help you complete your HR Direct timesheet correctly.

Monday, Jan. 26
If you had planned to be out on you must report time with the corresponding Vacation or Personal time you intended to use. Example 7.5 VAC
If you worked in the morning before the early release, then you update your timesheet with the hours worked (REG) and the remaining as University Closed (UCLSD). Example 6.0 REG; 1.5 UCLSD
Tuesday, Jan. 27 & Wednesday, Jan. 28; Monday, Feb 2 & Tuesday Feb. 3
If you had planned to be out on you must report time with the corresponding Vacation or Personal time you intended to use. Example 7.5 VAC
If you were scheduled to work you should report time as 7.5 University Closed (UCLSD).
Below is an example of an SEIU employee timesheet for a person who worked / planned to work on Monday, Tuesday, and Wednesday during first week of pay period.
uclsd012915.png