bptest intro cipps
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8/8/2019 Bptest Intro CIPPS
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CIPPS Introductory Payroll TrainingCIPPS Introductory Payroll Training
Welcome to Introductory Payroll Training !
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CIPPS Introductory Payroll TrainingCIPPS Introductory Payroll Training
Introduction of Trainers
Housekeeping» Parking» Rest rooms» Emergency exits» Telephones»
Breaks» Refreshments» Restaurants (lunch)» Alternatives should the computer or equipment fails
Questions
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Payroll Function Overview
CIPPS System Overview
Payroll Function Overview
CIPPS System Overview
CIPPS Introductory Payroll TrainingCIPPS Introductory Payroll Training
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Payroll Function OverviewPayroll Function Overview
Paying employees
Management Review/Audit of payroll entries
ReconciliationsAdjustments
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Payroll Function OverviewPayroll Function Overview
Preparation of regulatoryinformation
Processing court orderedwithholdings Mo
ney!Taxes !Benefits
!
Money
!Taxes !Benefits
!
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CIPPS Introductory Payroll TrainingCIPPS Introductory Payroll Training
Importance of payroll to the agency• Cost of Personal Services and Fringe Benefits as a
percent of total agency expenditures
• Employee morale is affected by payrolladministration
• Payroll controls and administration go beyond thesystem
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CIPPS Introductory Payroll TrainingCIPPS Introductory Payroll Training
Importance of Payroll Administration to Agency FiscalManagement
• High exposure area of responsibility
• Opportunity for fraud, unauthorized entry into CIPPS
• High risk function
• Potential for error
• Safeguard of assets
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CIPPS Introductory Payroll TrainingCIPPS Introductory Payroll Training
• Agency Fiscal Management must be the controllingparty to ensure the accuracy of payroll and payrollrelated expenditures.
• Management Review, Establishment of Policy, andAdherence to Procedures are integral controls outside of the system
• Payroll Administration goes beyond payroll processing.Paying employees is only one facet of the responsibilitiesof Payroll Administration
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CIPPS Introductory Payroll TrainingCIPPS Introductory Payroll Training
Agency Liability for Non-Compliance with Federal andState Regulations
• Penalties for late filings
• Federal Income Taxes owed for W-4’s improperlyprocessed
• Amounts for underwithholding of Garnishments
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Payroll Function OverviewPayroll Function Overview
TYPES OF EMPLOYEES Salaried - Classified/FacultyAutomatic-no pay transaction is required to pay theemployee
Paid a predetermined amount
Virginia Personnel Act
Paid at the end of each current pay period if semi-monthly, and at the end of the month if monthly
...more
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Payroll Function OverviewPayroll Function Overview
TYPES OF EMPLOYEES cont.Salaried - Classified/Faculty
Payment for faculty extends over the length of the contract 9, 10, 11, or 12 months and may bepaid on a monthly or semi-monthly basis
Entitled to receive state provided benefits (i.e.,healthcare, retirement, etc.)
...more
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Payroll Function OverviewPayroll Function Overview
TYPES OF EMPLOYEES cont.Hourly - Wage-Non Automatic- pay transaction isrequired to pay the employee.
Paid a predetermined hourly rate for hours worked;Payment is for a prior pay period rather than current;
Not entitled to state funded benefits;
Limited to 1500 hours in an anniversary year, and
Automatically eligible for overtime.
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Payroll Function OverviewPayroll Function Overview
TYPES OF PAYMENTS AND PAYROLLCALCULATIONS
Salary paymentsWage payments
Overtime payments (FLSA impact)
Shift Differential payments ...more
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Payroll Function OverviewPayroll Function Overview
TYPES OF PAYMENTS AND PAYROLLCALCULATIONS cont.
Special Pays for Supplemental PaymentsAny additional money to be paid to an employee:• Moving/Relocation,• Workers Compensation,• Disability Benefits,• Leave Payouts, etc.
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Payroll Function OverviewPayroll Function Overview
TYPES OF PAYMENTS AND PAYROLLCALCULATIONS cont.
Special Pays for Fringe Benefits
• Imputed Life - Considered a benefit by the Federal governmentif a “salaried” employee’s annual salary exceeds $25,000
• The calculation is based on the employee’s age and his annualsalary rounded up to the next thousand and doubled
...more
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Payroll Function OverviewPayroll Function Overview
TYPES OF PAYMENTS AND PAYROLL CALCULATIONS cont.
• Imputed Life cont.
FICA taxes must be calculated and withheld
No income taxes are withheld but the amount is added to allfederal and state compensation for the employee at year end ontheir W-2
...more
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Payroll Function OverviewPayroll Function Overview
WITHHOLDINGS FROM PAY • Types of Deduction Calculations
Fixed Dollar Amounts
Percentages
• Based on Net Pay• Based on Gross Pay• Based on a combination of pays (Regular
plus Special) ...more
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Payroll Function OverviewPayroll Function Overview
WITHHOLDINGS FROM PAY cont.
Taxes
>State Income Tax (SIT) Virginia andother states• VA-4 Form for withholding
>Reciprocal Taxing ( i.e. Maryland)• Local Income Tax Withholding
...more
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Payroll Function OverviewPayroll Function Overview
MANDATORY DEDUCTIONS
Types of Court Ordered Deductions
»Garnishments»Tax Levies
»Child/Spousal Support » Bankruptcy
»Garnishment Fee
ll
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Payroll Function OverviewPayroll Function Overview
MANDATORY DEDUCTIONS cont.
Court Ordered Deductions• Priority of withholding when more than one is
presented for an employee
• Honoring the garnishment period, i.e., voiding the
check if distribution has not been made
...more
ll
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Payroll Function OverviewPayroll Function Overview
• Guaranteed Minimum Net Rule
• Fixed amount or percentage of paycalculation options
• Administrative Fees
MANDATORY DEDUCTIONS
P ll F i O i
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Payroll Function OverviewPayroll Function Overview
VOLUNTARY DEDUCTIONS Benefits/Voluntary Deductions
– Savings Bonds (Series EE & Series I) – Combined Virginia Campaign – Supplemental Insurances and Annuities
– Third-Party Administrator – VPEP-Prepaid Education – Parking
P ll F i O iP ll F ti O i
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Payroll Function OverviewPayroll Function Overview
Flex Spending Accounts L imits for Dependent Care and Medical
Reimbursement
Reporting on W-2 at year end
Applicable Tax Deferrals
Administrative Fees associated with FSA’s
llP ll F i O i
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Payroll Function OverviewPayroll Function Overview
Deferred Compensation and Annuities
§ Limit on withholdings for an annualperiod
§ Applicable Tax Exclusion
llP ll F i O i
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Payroll Function OverviewPayroll Function Overview
HealthcareDifferent providers available to State employees
Applicable Tax Exclusion
Rates are determined by DHRM
Direct Deposit – Direct Deposit of a Fixed Amount or a
– Percentage of Net Pay
P ll F i O iP ll F ti O i
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Payroll Function OverviewPayroll Function Overview
FRINGE BENEFITS CALCULATED AS AGENCY PAID DEDUCTIONS cont.
Retirement
LTD Premium
Retiree Health Care Credit
Pays on which retirement is calculated
Agency paid Healthcare Entitlement periods over and above normal employment
period, i.e., LWOP, COBRA, SDP
Group Life Insurance
Types of Pay on which Group Life is calculated
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Payroll Function Overview Payroll Function Overview
ONE-TIME ADJUSTMENTS TO CURRENT PAY & WITHHOLDINGS (OVERRIDES)
May be used to make a one-time adjustment:
To increase/decrease/stop a deduction for the currentpay period
To increase/decrease/stop certain income taxes forthe current pay period
To correct an error in compensation that occurred ina previous pay period
To pre-pay certain deductions, due to LWOP, other
than 12-months paid, or to satisfy any “balance due”
llP ll F i O i
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Payroll Function OverviewPayroll Function Overview
ONE-TIME ADJUSTMENTS TO CURRENT PAY & WITHHOLDINGS (OVERRIDES)
Situations that may require a DEDUCTIONOverride:• an incorrect amount was established in the
employee’s permanent record when thededuction was set up• the employee wishes to increase or decrease
the deduction for one pay period only
P ll F i O i
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Payroll Function Overview Payroll Function Overview
ONE-TIME ADJUSTMENTS TO CURRENT PAY & WITHHOLDINGS (OVERRIDES)
Situations that may require a TAX override:
An error occurred when establishing theemployee’s tax elections, resulting in excess taxbeing withheld
Excess tax was withheld on a special paymentPayments that should have been paid as non-
taxable were taxed when paid, or vice versa
ll i O i
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Payroll Function Overview Payroll Function Overview
ONE-TIME ADJUSTMENTS TO CURRENT PAY &WITHHOLDINGS (OVERRIDES)
The override feature should not be used to:
¨ Adjust FICA taxes¨ Change current period taxes - without written
authorization
¨ Change current period deductions - withoutwritten authorization
¨ Reduce taxes or deductions because the
employee is “short of funds” this pay period
P ll F i O i
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Payroll Function OverviewPayroll Function Overview
CORRECTIONS FOR PRIOR-PERIOD ERRORS Two types: 1). Paid and 2). Non-Paid
Why they are needed:To correct errors that occurred in a prior pay
period that may requirea refund of a tax or deduction
updating the employee’s record to
reflect a payroll transaction that was
handled “outside” the payroll system
P ll F ti O iPayroll Function Overview
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Payroll Function OverviewPayroll Function Overview
CORRECTIONS FOR PRIOR-PERIOD ERRORS
Paid Updates (P/M)
– Refund a deduction withheld in error – Refund excessive/erroneous taxes -
including employer portion, whereapplicable
llP ll F i O i
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Payroll Function OverviewPayroll Function Overview
CORRECTIONS FOR PRIOR-PERIOD ERRORS
Non -Paid Updates ( + / -)
Record in employee’s earnings record any itemthat was handled outside the payroll system(such as using a petty cash account to handle apayroll item)
P ll F i O iP ll F ti O i
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Payroll Function OverviewPayroll Function Overview
CORRECTIONS FOR PRIOR-PERIOD ERRORS
+ / - Non -Paid Updates» Record in employee’s earnings record any item
that was handled outside the payroll system (suchas using a petty cash account to handle a payrollitem)
+ / - Non -Paid Updates» Transfer dollars paid as one type of pay that
should have been another (i.e., paid as “regular” -should have been paid as workers compensation)
P ll F i O iP ll F ti O i
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Payroll Function OverviewPayroll Function Overview
REVIEW OF EDIT REPORTS
– Certain employee record changes
– Wage and overtime payments – Batch Totals - ensure balanced batches – Deduction amounts and totals per deduction – Review gross-to-net calculations – Certify gross payroll total
P ll F i O iP ll F ti O i
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Payroll Function OverviewPayroll Function Overview
Review of Pay Period Reports
Payments causing employees to appear on an “ excessivepayment ” report
Reconcile :
Payroll Expenditures to CARS
Deduction Reports and Report 10
Items identified by comparison of payroll data to DHRM’s records(personnel data )New Employee Report to VEC (for Social Services’ Division of ChildSupport Enforcement)
P ll F ti O iPayroll Function Overview
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Payroll Function OverviewPayroll Function Overview
Other Period Responsibilities
-Payments to Third-Parties
-Void Check Processing
-“Special” interim payments
– Provide agency management with overview of allcurrent payroll/verification items
NOTE: Stop Payments for Lost or Stolen ChecksMUST BE PROCESSED BY THE TREASURER’S
OFFICE
P ll F i O iP ll F ti O i
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Payroll Function OverviewPayroll Function Overview
MONTHLY RECONCILIATIONS/REVIEWS
Taxable Wages and Taxes Withheld
Fringe Benefits» VRS - Retirement/Group Life/
Long Term Disability
» Healthcare
Expenditures to CARS
Payroll Function OverviewPayroll Function Overview
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Payroll Function OverviewPayroll Function Overview
QUARTERLY RECONCILIATIONS/REVIEWS – IRS - Required Reporting
Reconciliation of Tax Deposits
Quarterly Certification of
Wages and Taxes
– Unemployment Wage Reporting to VEC – Certification to DOA that records are accurate
and 941 reporting if correct
(Quarterly Reconciliation and Certification Form)
P ll F ti O iPayroll Function Overview
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Payroll Function OverviewPayroll Function Overview
ANNUAL RECONCILIATIONS/REVIEWS All routine quarter reporting requirements applyto the 4th quarter
Annual Certification of taxable wages and taxeswithheld for W-2 preparation
Reporting to Department of Taxation
VEC ReportingRemittance of all Required Tax/Other Forms-Reciprocal State withholdings
Payroll Function OverviewPayroll Function Overview
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Payroll Function OverviewPayroll Function Overview
RECORDS RETENTION -Mandates Issued By :
Department of Labor - Wage & Hour Div Fair Labor StandardsAct (FLSA)
Internal Revenue Service (IRS)
Internet address-IRS.GOV
Circular E
Other Applicable Publications
Payroll Function OverviewPayroll Function Overview
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Payroll Function OverviewPayroll Function Overview
RECORDS RETENTION - cont. Mandates Issued By:
Auditor of Public AccountsDepartment of Accounts
Commonwealth Accounting Policies andProcedures Manual (CAPP), Section 21005
Recommended Retention ScheduleIndividual Agencies
Payroll Function OverviewPayroll Function Overview
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Payroll Function OverviewPayroll Function Overview
RECORDS RETENTION
Source Documents Include: – Time Cards/Sheets
(FLSA requires 4 years retention) – Tax Forms – Personnel Authorizations (P-3’s) – All Documentation for Payroll Changes
NOTE: Most regulations require retention for 5 years,or until audited, whichever is later.
Payroll Function OverviewPayroll Function Overview
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Payroll Function OverviewPayroll Function Overview
RECORDS RETENTION
– AUDIT REPORTS
Payroll and Deduction Registers
Reconciliations
Tax Deposit Information
CIPPS System OverviewCIPPS System Overview
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CIPPS System OverviewCIPPS System Overview
CIPPS MASTERFILES» Employee
» Tax» Data Entry File» Pending
CIPPS System OverviewCIPPS System Overview
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CIPPS MASTERFILES -
EMPLOYEE:
– Official Employee Payroll Record – Biographical Information
– Rate of Pay and Pay Entitlements – Standard Deductions – Federal Tax Elections
CIPPS System OverviewCIPPS System Overview
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EMPLOYEE MASTERFILE Types of Pay (Report 10 information):
Regular
OvertimeShift Differential
Special Payments
Imputed LifeVSDP Benefit
GROSS PAY
CIPPS System OverviewCIPPS System Overview
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EMPLOYEE MASTERFILE HOURS WORKED
» Regular Hours
» Overtime Hours» Shift Hours» Special Pay Hours
TYPES OF DEDUCTIONS:
» Health care» Savings Bonds» Parking
CIPPS System OverviewCIPPS System Overview
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TAX MASTERFILE – State Tax Elections – Taxable Wage Accumulations
» Federal Taxable and Non-Taxable Wages» FICA Taxable Wages» State Taxable Wages» State Unemployment Wages
– Tax Accumulations» Federal Income Tax (FIT)» Social Security Tax (OASDI)/Medicare Tax (HI)
» State Income Tax (SIT)
CIPPS System OverviewCIPPS System Overview
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PENDING FILE » Holding file for valid pay transactions awaiting execution into pay» Based on date of transaction and frequency in which employee is
paid
DATA ENTRY FILE » Current Pay Transactions
– Hours/Dollars - Overtime – Special Payments - Overrides
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BATCH TRANSACTIONS » Represent actions to be taken for one pay period
only
» Receive limited editing when entered - – Edits for valid employee number only
- No online edits for :• Overtime eligibility• Employment Status
• Pay type valid for company use
BATCH TRANSACTIONS » Represent actions to be taken for one pay period
only
» Receive limited editing when entered - – Edits for valid employee number only
- No online edits for :• Overtime eligibility• Employment Status
• Pay type valid for company use
CIPPS System OverviewCIPPS System Overview
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EDIT PROCESSING AND CERTIFICATION When all batch transactions have been entered,
request edit reports for the group(s) of
employees being paidEdit Reports
» Batch totals for hours and pay amounts
» Errors not detected during entry of transactions» Correction of errors, request another edit or
proceed to payroll processing
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CERTIFICATION/REQUEST PAY
– Review Masterfile Changes – Ensure all batch totals agree with manually
calculated control totals – Review gross-to-net payroll calculation on last
edit report (Pre-Calc Report 10) – Online Certification Screen – Pay Processing
Pay Cycle Overview
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Receives:ReportsChecks
Microfiche
ProducesEdit Reports
Processes Payroll
Computes FringesProduces:
ReportsWarrants
Creates:
Agency FilesHistory FilesPerforms:
Reconciliations
Keys Data
Corrects Errors
Certifies Payroll
Sends Warrants to TreasurySends Reports to Agency
Receive:ReportsInterface TapesFAD DepositsMicrofiche Tape
Dept of Treasury:Signs WarrantsReleases Checks toAgencies
Pay Cycle Overview
Agency DOA Third Parties
Requests Edit
CIPPS System OverviewCIPPS System Overview
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CIPPS System Overviewy
DOA ResponsibilitiesSchedules the processing of all payrolls
Follows guidelines regarding State, Federal, and FICA taxing
Establishes and controls security to the system
Performs CIPPS/PMIS audit
Ensures all certified payrolls are processed by the due date
...more
CIPPS System OverviewCIPPS System Overview
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CIPPS System Overviewy
Ensures timely response to agency questions and concerns
Provides technical training to agency personnel
Provides on-site assistance when justified
Maintains agency level data regarding deductions, specialpayments, shift differentials, and reports
Develops and coordinates changes to CIPPS
Maintains the CAPP Manual
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C S Syste Ove v ewy
Agency ResponsibilitiesProvides accurate and timely payments of employees
Collects and submits payroll documents for regular,overtime, shift differential, etc.
Authorizes and certifies payroll data
Establishes proper telecommunication equipment, linesand internal security ...more
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yy
Retains source documents, reports and other records
Verifies and updates employee masterfile changes
Ensures separation of payroll functions
Reviews and verifies the Gross Pay Limit ExceededReport (CIPPS Report 59)
Ensures timely submission of all mandated regulatoryreporting
CIPPS System OverviewCIPPS System Overview
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THIRD PARTIES IMPACTED BY CIPPS OUTSIDE OF STATE – Courts, Federal and State Tax Authorities – Third-Party Administrators – Financial Institutions and Credit Union
– Virginia Employment Commission (VEC) – Virginia Retirement System (VRS) – Department of Social Services (DSS)
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