Feinberg School of MedicineFY17 Financial Administrator’s

Meeting

Date: December 1, 2016

Agenda

• FY 17 Updates

- FSM Pilot for new security access forms for myHR

- FASIS to myHR upgrade

• Payroll Administration Procedures

- Additional pay vs Special pay

- Deadlines for approving

- ACA payment

• Kronos

• myHR reporting

FY17 myHR Administration

The new myHR Security Form combines the FASIS access, FASIS Deployment, Cognos, Vista, and eRecruit forms into one.

Process of submitting the forms remains the same. Complete the form, have supervisor sign, and submit to Finance and Administration. Finance and Administration will send to myHR Security.

• New form is currently only available by printable/paper version

- http://www.feinberg.northwestern.edu/finance/docs/myHRSecurityForm.pdf

• Fillable PDF version will be available in January.

• Online version will be available TBD.

New myHR Security Form

• Existing systems (Self Service, eRecruit, and Administration Production/Reporting) will be unavailable from Thursday, December 8, 5pm, through Monday, December 12, 8am.

• FSM Deployment Deadline: All funding, journals and approvals due by Tuesday, December 6, 12pm. Any items not fully approved by the deadlines will need to be reentered on December 12 in myHR.

• Go-live date:

December 12, 2016 (link for login will be email prior to go-live date).

• Details about the FASIS/myHR upgrade are available at: http://www.northwestern.edu/fasis/upgrade

FASIS Upgrade

myHR

Self Service Home PageSneak Peek at myHR

Manager Self Service Home Page

Sneak Peek at myHR

Approvals

Sneak Peek at myHR

Navigation

Sneak Peek at myHR

• myHR Self Service Demonstrations

- Live Online Sessions

(registration not required)• Monday, December 12, 1-1:30pm

• Tuesday, December 13, 9-9:30am

• Friday, December 16, 10:30-11am

• Staff Recruiting Overview

- Live Online Sessions

(registration not required)• Monday, December 12, 1:30-2:15pm

• Tuesday, December 13, 9:30-10:15am

• Friday, December 16, 11-11:45am

• In-person Workshop-Chicago Campus

(registration required)• Tuesday, December 6, 9-10am, Tarry 1-730

• Tuesday, December 6, 3-4pm, Tarry 1-730

• Tuesday, December 13, 1-2pm, Tarry 1-730

• Thursday, December 15, 11-Noon, Tarry 1-730

Demos & Training

myHR

FY17 Payroll Administration

• Independent Contractors

• Residents vs. Non-Residents

• Prizes, Awards, Honorariums

• Additional Pays, Special Pays, ACA Payments

• Faculty Sign-on Bonuses and Moving Expenses

• myHR useful pages

• Reports

Payroll Administration Topics

1. Is the person an employee or an independent contractor?

2. Is the person a U.S. citizen or resident, or is the person a non-resident foreign national?

U.S. Citizen or Permanent Resident

Foreign National without Permanent U.S. Residence

Employee Engaged as an employee and paid through Payroll

Engaged as an employee and paid through Payroll

Independent Contractor

Engaged as a contractor and paid through Accounts Payable

Engaged as a contractor and paid through Payroll to apply the required taxation

Independent Contractor

• Employee

Depends on employer for income on a continuing basis

Performs services that are controlled and supervised by Northwestern

Have been paid through Northwestern payroll in the current calendar year

• Independent Contractor

Northwestern has the right to control or direct only the result of the work

Northwestern does not direct what will be done or how the work will be performed

If the individual is not in the NUFin vendor table an Independent Contractor Questionnaire must be completed and emailed to contractor_request@northwestern.edu.

The final determination of an individual’s relationship will be made by the HR Compensation division.

Employee vs. Independent Contractor

Resident vs. Non-ResidentU.S. Resident

• Provide contractor with the Vendor Code Request & Contract Services Forms

• Receive forms & invoice from contractor

• Obtain signatures: contractor, PI, OSR & FSM

• Enter on-line voucher for payment

Resident vs. Non-ResidentNon-Resident

• Prior to service, provide contractor with the Payment Packet for Nonresident Independent Contractors

• Contractor brings completed required forms to Northwestern on the first date of

• Completed forms can be sent in advance

• Obtain signatures: contractor, PI, OSR & FSM on the Contracted Services Agreement for Nonresidents Form

Resident vs. Non-Resident

• The department should schedule an appointment for the contractor to meet with Tanisha Kennedy in Payroll by phoning 3-9708 to present all payment and immigration forms when they arrive

Non-Resident (cont.)

• Completed packet of forms and any other required documents should be brought to Payroll for processing

• If time allows a check can be cut and available for the contractor on the day of completing their work (5 day turn around for check once all paperwork is submitted)

Resident vs. Non-ResidentNon-Resident (cont.)

Resident vs. Non-Resident

• Independent Contractor Questionnaire: http://www.northwestern.edu/hr/policies-forms/forms/payroll-administration/IndependentContractorQuestionnaire.pdf

• Contracted Services Form for U.S. Residents: http://www.northwestern.edu/financial-operations/policies-procedures/forms/contractedservices.pdf

• Payment Packet for Nonresident Independent Contractors: http://www.northwestern.edu/hr/foreign-nationals/paying-independent-contractors/CSF%20packet%20for%20nonresidents.pdf

• Independent Contractor/Employee Questions:

contractor_request@northwestern.edu

Links

Paying Prizes, Awards, Honorariums

Prizes, Awards, Honorariums

U.S. Residents

In Payroll System

(paid within calendar year)

Additional Pay or Special Pay

Not in Payroll System Including unpaid students

Online Voucher – DPR

Non-Residents

Complete Payment Packet for Non-Resident*

Prizes and Awards

Award: An award is a payment to an individual who meets criteria for the payment through participation in a public event in which a distinguished work or work history is submitted for recognition. The award may be given upon nomination, as the result of a contest, or upon application for sponsorship as through a grant awarding process.

Prize: A prize is a payment made to the winner of a competition or contest. The value of the payment and the form of the competitive work product, if work is required, are announced at the beginning of the competition or contest. Prizes for students that are awarded based on their student role should be paid through accounts payable.

Honorarium

Honorarium: A payment to confer distinction or to express respect, esteem or admiration for the recipient is an honorarium. Honoraria are normally given instead of reimbursing expenses to a distinguished guest participating in a special academic event sponsored by a school or department, but they may be considered compensation for a special project by those already paid through the university payroll.

Additional Pay vs. Special Pay

Additional Pay Special Pay

Who? Current Active, Paid Employees. Pay groups: MOF, MON, NMF, ITS, BIR, MGW*

OTH and BIT pay groups, termed employees with service dates after termination deadline, temp employees, non employees who have been paid within the calendar year through payroll

What? Temporary assignments, recognition bonus, award, prize, honorarium, research subject fees, supplemental payments, incentive comp

Honorarium, non-employee research subject fees, speaker’s fee, student award, curriculum developer, note-taker, student mentor (only for preapproved education pool)

How? Entered online in myHR** then paid through direct deposit

Submitted on special pay form and sent to Finance and Admin, then sent to payroll and paid via direct deposit

When? Please see additional pay calendar on monthly calendar sent out by Finance and Admin

Paid on biweekly pay dates

http://www.northwestern.edu/hr/policies-forms/policies-procedures/payroll-admin/additional-pay.html

60063 60065 60067 60105 60102 60120

NU FacultyNMG

Faculty

NU Faculty Incentive

Comp

Faculty,Staff,

Student Research

Subject Fee

Staff Student

Additional Pay Account Codes

Non-Exempt Additional Pay

Exempt Additional Pay

Selecting the Correct Job Record and Account Code

Click on the magnifying glass to see the records available*

Make sure to pay on the correct record

Only the account codes available for that record will prepopulate on the request page by clicking on the magnifying glass

What to Upload with Additional Pays?

• All add pays charged to a sponsored chartstring

• Except research subject fees*Sponsor Justification Form

• All add pays for grad students over $600

• Except research subject feesGraduate Student Request

Form

• All add pays over 90 days from the earnings start date90 Day Memo

• Biweekly staff for any earnings codeKronos Time Sheet

• Currently not available

• Will be needed for all grossed up add paysGross Up Estimator

• Preapprovals for staff

• Any backup related to the paymentOther Documentation

Understanding Workflow

Once the additional pay is submitted, it is automatically routed to workflow. You can track the status of approvals at the bottom of the add pay request page.

You can see who has approved and who’s worklist the additional pay is currently sitting in. By clicking on ‘Multiple Approvers’ you can see who the approvers are for that level of approval.

You should only contact School, Compensation, FSM Compensation, OSR and ASRSP approvers if the additional pay is not approved by 5pm on the School approver’s deadline.

Preapprovals for Regular Staff Additional Pays

For all regular staff (pay group BIR and MON) HR Compensation and FSM Compensation must approve for the following payments prior to submission:

Awards

Bonus

Incentive Comp Bonus

Supplemental Payment

Temp Assignment

Preapprovals should be uploaded as a ‘Other Documentation’ on the Additional Pay Request page in myHR.

FSM Preapproval Contacts:

HR Compensation: Annette Czech

FSM Compensation: Kathleen Dunne Balducci

• Tuesday 12/6

All journals, funding, additional pays must be entered and have departmental approvals no later than noon

• Wednesday 12/7

Due to myHR upgrade, all journals, funding, and additional pays must be fully approved by 5pm or they will be deleted

Additional pays approved on this date will be paid on the 12/15 adjustment run

• Monday 12/12 and Thursday 12/22

Departments must have entries and departmental approvals in no later than noon

School approvals must be in by 5pm

Biweekly additional pays approved on 12/12 will be paid on 12/22 pay date

Monthly additional pays approved on 12/22 will be paid on 12/29 pay date

• Tuesday 12/27

School will be closed. Deployment deadline for payroll office and FASIS

• Early Deployment Deadlines

Please make sure to follow FSM’s monthly calendar for the FSM Deployment Deadlines

Important December Payroll Deadlines

Additional Pay Deadlines

FSM deadlines are sent out monthly. FSM deadlines are different than HR, Payroll, and FASIS deadlines. If you are not on the payroll listserv that receives the monthly calendars, please contact Jenny Bynes, jennifer.bynes@northwestern.edu

Paying Research Subject Fees

• Complete on an Add Pay form and submit to Finance and AdministrationStudent

• Complete online in myHR Faculty/Staff

• Complete on a Special Pay form and submit to Finance and Administration

Unpaid Appointment

• If paid within the calendar year through myHR, pay on Special Pay form

• If it is set up as a vendor, or has not been paid through payroll, pay through Online Voucher

Non-Employee

ACA Payments

In order to be compliant with the Affordable Care Act, hours must be tracked for all individuals that have an unpaid, active appointments performing work outside of the approved special pay services. Anyone working 30+ hours a week are eligible for ACA benefits.

The only special pay approved services are:• Curriculum Developer

• Honorarium

• Non-Employee Research Subject Fee

• Note-Taker

• Speaker’s Fee

• Student Award

ACA Payments are handled on a position appointment form. These forms need to be the prepopulated forms printed from myHR.

If the unpaid, active appointment falls outside of your department, you need to reach out to the department that holds the appointment to have them print the forms.

To determine the hours worked, please see the ACA Calculations Worksheet on HR’s website.

ACA Payments

Position/Appointment Form: Appointment Side

5

Position/Appointment Form: Appointment Side

ACA Resources

Decision Hiring Tree: http://www.northwestern.edu/hr/managers-administrators/fasis-administrator-tools/fasis-documentation/ACA_Hiring_Decision_Flowcart.pdf

Calculations Worksheet: http://www.northwestern.edu/hr/managers-administrators/fasis-administrator-tools/fasis-documentation/ACA_Adjunct_Calculations.pdf

ACA Appointment Form Instructions: http://www.feinberg.northwestern.edu/finance/docs/payroll-forms/ACAInstructions.pdf

FAQ Regarding Value PPO Coverage: http://www.northwestern.edu/hr/benefits/health-plans/employee-plans/ACA_FAQs.pdf

How to Print Prepopulated Appointment Position Forms: http://www.northwestern.edu/hr/managers-administrators/fasis-administrator-tools/fasis-documentation/PosnApptForm_Printing.pdf

The offer letter will dictate if a sign-on bonus or forgivable loan should be issued. Sometimes the terms are used interchangeably.

Sign-on bonus and forgivable loans are two different kinds of agreements and payments.

Sign-on bonuses are issued for the agreed upon amount without any repayment terms and is paid through Payroll via additional pay

Forgivable loans include terms of forgiveness each year over a set number of years. Includes a promissory note agreement. Mainly used for recruitment and retention.

The entire amount of the loan is issued to the faculty through accounts payable.

Forgivable loans are taxable additional employment compensation.

Requires routing and approval form signed off by chair or department administrator, Vice Dean of Academic Affairs, the Provost and Legal to start the process and before a promissory note is completed. Please contact Marsha McClellan for the form and instructions on set up and payments.

Sign-on Bonus or Forgivable Loan?

Remind non-exempt employees to enter their time and supervisors to approve each pay period.

Assign backup personnel for supervisors so timesheets can be approved during a supervisor’s absence

Exempt staff are required to enter vacation time on a monthly basis and must be approved by a supervisor.

http://www.northwestern.edu/hr/current-employees/using-kronos-time-entry/documentation/index.html

Kronos

Main Menu> Faculty and Staff Information> Appointment Overview

Appointment Overview provides a snapshot of all of an individual’s appointments at Northwestern, combining the most relevant information from numerous other FASIS pages, such as Job Data, Position Data, and Personal Data.

Appointment Overview can be used to search any active and terminated Faculty, Staff, and Non-Employee records within the department ID you have access to. If the Faculty, Staff, or Non-Employee have multiple appointments, you will be able to see all of that person’s appointments within NU, as long as you have access to one department ID.

General Job/Salary Pages: Appointment Overview

General Job/Salary Pages: Current SalaryUnder Appointment Overview, you can navigate to the Current Salary page by clicking on Salary Information.

Annual Rate is the base salary for each record.

Actuals+FY Enc are the employee’s fiscal year-to-date earnings plus encumbered funds for the fiscal year. This amount will include IC paid on the NMG record only. NU records will not include IC.

Pre-Enc are the funds that are not encumbered – no funding entered in position funding.

General Job/Salary Pages: Job Summary

Main Menu> Workforce Administration> Job Information> Review Job Information> Northwestern Job Summary

1. Enter the Employee ID or name (Last,First)

2. Click on Nw Job Summ2 for more detailed information

Shows pay group and status of all active and terminated records

myHR Reporting

Questions?