Payroll User Group Meeting Minutes

Payroll User Group Meeting Minutes

PAYROLL USER GROUP MEETING MINUTES

September 13, 2017

Welcome Kevin McHugh

Director, Statewide Payroll

National Payroll Week Celebrated September 4-8 Kevin McHugh

Director, Statewide Payroll

  • Payroll users’ role recognition
  • Payroll management – statistics
  • There are million $$ transactions performed by Commonwealth Payroll every single pay period. of transactions performed:
  • 88,000 payments ($235M Gross)
  • $42M in Payroll Deductions
  • $42M in Taxes
  • 4,500 Garnishment orders
  • Paperless Pay Advice: Suppress Status is Success
  • No need to Statistics at PUG
  • System enhancements complete
  • Start Campaign to Suppress W-2 and 1095 Forms
  • The employees can request suppression directly in Self-Service
  • The goal is to this Campaign by December 2017

COMECC Campaign Updates Natalie Wadzinski, HRD

COMECC Representative

  • Natalie Wadzinski is a Statewide COMECC Program Coordinator with a seven year experience working on that program.
  • Many of the state employees’ family members and friends are touched by the cancer situation. Jimmy Fund is one of the COMECC charities. Dyna-Farber Cancer Institute and COMECC program have a grateful connection developed over the years. Mission: “To provide expert, compassionate care to children and adults with cancer while advancing the understanding, diagnosis, treatment, cure, and prevention of cancer and related diseases.”

Molly Jackel, Guest Speaker

Dana-Farber Cancer Institute, Development Officer

  • In past year, Jimmy Fund received more than $10,000 donation from COMECC, and it’s more than $150,000 since 2008.
  • Vision: “Dana-Farber Cancer Institute's ultimate goal is the eradication of cancer, AIDS, and related diseases and the fear that they engender.”
  • The institute has a 50/50 balance on the patients’ care and cancer research. Some of the research and treatment programs are very unique. COMECC donations are incredible support in this process, and Dyna-Farber Cancer Institute relays on that support every year. There are many different options how the state employees can participate in the COMECC program.
  • Two Jimmy Fund videos have been demonstrated by Molly Jackel:
  • “Strong as Iron | Dana-Farber Cancer Institute”
  • “Fight Song – Jimmy Fund Clinic”

Sungjun Park, HRD

Tim Palmer, ABCD

  • Sungjun Park has a 15 year experience working for COMECC campaign.
  • There are more than 700 charities approved for COMECC campaign. The Dyna-Farber/Jimmy Fund is only one of them. The participation in the COMECC program is a great opportunity to give back to the community we are all part of.
  • $723,000 was received through COMECC campaign last year which was processed as payroll pledges.
  • 20 Most Popular COMECC Charities:
  • United Way Of Central Massachusetts, Inc.
  • Worcester County Food Bank, Inc.
  • UMass Memorial Foundation, Inc.
  • Planned Parenthood Federation Of America
  • Doctors Without Borders USA, Inc.
  • St Jude Children's Research Hospital
  • Dana-Faber Cancer Institute, Inc. (The Jimmy Fund)
  • Pine Street Inn
  • Berkshire United Way
  • American Cancer Society, NE Division
  • Planned Parenthood League Of Massachusetts
  • Rosie's Place, Inc.
  • Greater Boston Food Bank
  • American Civil Liberties Union Foundation
  • Shriners Hospital For Children
  • Boys And Girls Club Of Worcester
  • MSPCA/MA Society For The Prevention Of Cruelty To Animals
  • Berkshire County Kids' Place And Violence Prevention Center
  • Mount Wachusett Community College Foundation, Inc.
  • Southern Poverty Law Center
  • New COMECC Charities campaign will start in the beginning of October 2017.
  • Sungjun Park’s contact information can be obtained from Natalie Wadzinski

Metro Credit Union Mary Holland

Metro Credit Union Representative

  • Metro Insurance Advisors are offering new insurances now:
  • AUTO
  • HOME
  • RENTERS
  • Contact Info:
  • Phone: 888-METRO-92
  • Website: Metroinsuranceadvisors.com
  • Online Money Market Special–can be opened online only (limited time offer)
  • Minimum $2,000 to open an account
  • Minimum $10,000 – to get 1.25% APY* | 1.24% Rate
  • Under $10,000 – 0.15% APY* | 0.15 % Rate
  • Account to Account transfer: Need to have a METRO account – to be able to do the external (another banks) accounts transfers.
  • 2018 Calendars are available now.
  • WEB site: metrocu.org/state – should bring to the Massachusetts State Employees page. This page lists any Specials and provides different forms. The Membership Application and many other forms for retirement (for example, the Sheet for Retirees) may be downloaded from this page.
  • Special website is available for HR users:
  • Any promotional materials the users are interested in may be provided by Mary Holland. Mary’s contact info:
  • Phone: 877-MY-METRO x 3504
  • Email:

Flexible Spending Accounts Gordon Sherard

ASIFlex

  • Important Plan Year Dates:
  • 2018 Fiscal Plan Year:
  • Plan Year:7/1/2017 – 6/30/201
  • Grace Period to Incur Claims:9/15/2018
  • Deadline to Submit Claims:10/15/2018
  • 2017 Fiscal Plan Dates:
  • Plan Year:7/1/2016 – 6/30/2017
  • Grace Period to Incur Claims:9/15/2017
  • Deadline to Submit Claims:10/15/2017
  • 2017 Fiscal Plan Year Stats are represented
  • Total Claims:7/1/2016 - 6/30/2017
  • Mobile App Claims:2,362
  • Online Claims:9,612
  • Debit Card Transactions:341,547
  • Debit Card Auto-Substantiation Rate:80.5%
  • Faxed Claims:9,786
  • Mailed Claims:1,286
  • FSA Contributions:
  • Minimum $250
  • Maximum: $2,600
  • Over-the Counter Items to be covered by FSA is provided during the presentation. The additional information is available at and
  • Dependent Care is $5,000 limit per calendar year and $2,500 if married and filing separate tax returns (please note, the night care for dependent is not a subject for reimbursement).
  • Multiple options are available to submit the claim: Mobile App, ASIFlex Card, Fax, Mail, Online Claim. The additional tutorials may be found at: asiflex.com/gic
  • Per IRS requirements, all claims must be supported by provided documentation (the required documentation examples are provided during the presentation). If not covered by insurance, the supporting documentation must contain 5 items:
  • Provider name/address
  • Patient name
  • Date of service
  • Description of service
  • Dollar amount
  • ASIFlex cards are good for several years.
  • There is a helpful information available at: asiflex.com/gic/usefullinks
  • Always read the secure messages sent by GIC– Very Important!
  • Refer to the GIC Participant Handbook (available on GIC website) – Very Important!
  • GIC Online Resources: www.mass.gov/anf/employee-insurance-and-retirement-benefits/benefit-enrollment/forms/active-employee-forms
  • ASIFlex Client & Customer Service contact info:
  • Client Services for HR/Benefit Coordinators:
  • ASIFlex.com/GIC
  • Primary Account Manager: Kaleena Kollmier (, 573.777.5631). NOTE: Do not reveal Kaleena’s contact info the participants. This contact is for HR/Benefit coordinators only.
  • Backup Account Managers: 1-888-602-4132
  • Participant/Employee Customer Service:
  • ASIFlex.com/GIC
  • 1-800-659-3035

Smart Plan Lisa Cardinal

Rob Young

Empower Retirement

  • SMART Plan new website is coming soon (in two weeks). In some ways, it’s a mirror of what exists now, in some ways it’s much better. The users are expected to talk to the employees about new website and to show them new features.
  • Data previously shared from Comptroller:
  • Name
  • SSN
  • Employee ID
  • HRCMS division code
  • Contribution amount
  • DOH/Termination Date/Restart date
  • Data now shared (starting on June 2):
  • Date of Birth
  • Address
  • Personal updates now automatic
  • New website should be much easier and should give more abilities to participants to make any adjustments to the strategy plan. The core users are predicted to be very busy during the period beginning October through December when the participants start using this site.
  • Special Catch-Up: Do not make any adjustments; do not extend the limits unless there is an authorization received either through the payroll file or from one of the SMART Plan representatives.
  • Accelerated Code:
  • When a participant elects the Special Catch-Up provision, a “Catch-Up” indicator is displayed.
  • Employee must have this approval before participating in Special Catch-up, including Sick/Vacation pay deferrals.
  • The user has to enter amount and number of eligible years in the Savings Management Panel.
  • Deferral End Date and Amount:
  • Insert Calendar Year row for each year that applies. For example, end date of 12/31/2018 requires a Row for Calendar Year 2016, 2017 and 2018.
  • Combined allowable deferral amount is listed on the file. You will need to calculate the Adjustment Amount and enter the amount in the Savings Management Panel.

Q. Is it the same $18,000 limit for each of three years of Catch-Up?

A. As of 2017, the limit is $18,000. This limit might change. The new limit amount is coming out in two week and will be provided to the users. If you were born in 1967 or earlier, you are eligible to do an additional $6,000. That cap is generated in HRCMS by the program automatically based on the correct DOB. The users do not need to do anything in this case. The only instance when they need to do the manual setup is when the adjustment goes over that amount.

  • SMART Plan is one of the employees’ core benefits. It’s very important to share the key information between HRCMS and SMART Plan. The change of Personal information in HRCMS and SMART Plan is automated process which is done through the Data Interchange and allows keeping both systems data in sync.

Q. Is there report showing the list of employees with their catch-up amounts?

A. Yes, the report can be run by SMART Plan representatives if the user submits the request by sending an email to the address provided as contact info on the SMART Plan website.

  • NOTE: Lisa Cardinal, the previous Retirement Plan Advisor, has moved to different position. Maryann Cole is a new SMART Plan advisor now.

MARIS Kevin McHugh

Director, Statewide Payroll

  • New system for Retirement is up and running now. However, every pay period the Statewide Payroll team gets a list of errors which we have to correct in order to succeed payroll. Top known mistakes:
  • Hiring and paying employees without required data
  • Back dating, or failing to pay on the first pay period employment
  • Doing a prior period adjustment in the pay period after the hire date
  • Using a Retro code
  • Rehire for Retro (non-pensionable payment) and leaving Pension Plan Active
  • Position Standard hours do not match job codes, i.e. 40 hour employee in a 37.50 job code
  • All information was in the CommonHelp bulletin.

HR/CMS New Functionality Kevin McHugh

Director, Statewide Payroll

Tryntje Bumgardner

Comm. Deputy Chief Payroll Officer

  • If department has a group of different people working shift every day/every week, there is a new delivered functionality in the system now which allows multiple lateral supervisor to approve timesheet for each other’s direct reports. The approvers must be part of the “Report To” structure.
  • Based on Position and Reports To structure, new functionality maintains alignment within an organizational chart.
  • New functionality requires minimal maintenance. When people move in to and out of position, you don’t need to do all previous work to reassign people to report to someone else.
  • This replaces shared responsibility. With new functionality, there is no need any more to submit a form every six months requesting shared responsibility and delegation replace.
  • It also eliminates the need for delegation in case of absence. If one approver is out, two other still have access to the employee in order to approve their reported time.
  • This functionality was developed to meet the MBTA business requirements and it’s in instance use by them since their employees’ records are in HR/CMS systemnow. (The examples are provided through the presentation slides.)
  • The contacts to discuss the new functionality implementation process:
  • Independent departments should contact Statewide Payroll Team to discuss implementation (specifically Tryntje Bumgardner or Statewide Payroll team through the CTR Statewide Payroll email address)
  • Executive departments should contact Human Resources Division (specifically Deb Giacchino and Diana Silvia) to discuss implementation

Q. The user has large number of employees who work overtime which requires the secondary approval. Is this process going to be changed?

A. No, this process will stay, and the users still need to do the secondary approval for overtime.

Qualified Transportation Jasmine Shamer

Account Manager, Benefit Strategies

  • Benefit Strategies processes all Transit and Parking enrollments and changes/cancellations for the employees. More detailed information is available on the Benefit Strategies website.
  • If your division is not getting all the email notifications from Benefit Strategies for changes or enrollments, or if your employees are not submitting copies of their completed election forms, a report can be generated by Benefit Strategies with all changes done within a date range. Please call or email Jasmine Shamer @ Benefit Strategies and request this report as often as needed – please make sure to provide your agency code when calling or emailing ( ).
  • Benefit Strategies sends email reminders to all members every month, between the 3rd and 5th of the month, asking them to login to their account and check their balance.
  • Very important that members do check their balance on a regular basis to make sure they have enough month to month for their commuter TRN or PRK expenses, and that they’re not in excess of too much money.
  • Balances automatically rollover from month to month, and plan year to plan year if it’s not spent – the intension is that members spend exactly what they put into the plan every month based on their PR deductions.
  • Jasmine sends the balance reminder email every month to all participants and their division payroll personnel. Everyone with the balance over $500 is contacted by Jasmine individually.
  • The state email addresses are not always provided in the system which makes it difficult to contact the participants.
  • If the users wish to receive a balance report for their division, they can email Jasmine at and submit a request.
  • The statistics of Extra funds not being used by employees are demonstrated though the presentation slides.
  • Benefit Strategies Contact Info:
  • Jasmine Shamer’s NEW EMAIL:
  • Jasmine’s Direct Line: 603-647-4666 ext 1159
  • Fax#: 603-647-4668
  • Website:
  • Phone# For Employees: 877-353-9442
  • Email For Employees:

Payroll Training Jessica Cogswell

Dept Assistance Bureau, Unit Manager

  • Jessica introduced new calendar for three hour payroll training that provides an overview of payroll functions and how HR/CMS interacts with other systems.
  • The overview dates:
  • Wednesday, October 18th 1pm-4pm
  • Thursday, November 16th 9am-12pm
  • The users can register through the Comptroller Intranet:
  • They should register early! Capped at 18 participants.
  • The participants will learn:
  • How HR/CMS links to LCM;
  • How to use the Best Practices Report;
  • How to read Payroll Reports;
  • How to process deductions;
  • When to use the Additional Pay versus Timesheet;
  • What the common errors are and how to avoid them.
  • In case of any questions/comments, Jessica’s Contact Info:

Q. The “Notify” button at the bottom of the “No Reported Time” report doesn’t work. Upon any attempt to hit this button, the system generates the error message. Will this problem be fixed?

A. (By Tryntje Bumgardner) Yes, this button doesn’t currently work which doesn’t allow generating the instant email notification to the employees with no reported time. However, HR/CMS does send email to all Self Service employees (excluding the employees with zero hour schedules) who do not have time reported in Timesheet.

Payroll Reminders Kevin McHugh

Director, Statewide Payroll

Tryntje Bumgardner

Comm. Deputy Chief Payroll Officer

  • Commonwealth Compliant with ACAat 98%. Commonwealth also Covers @3500 Employees not ACA Full Time.
  • Payroll Reconciliation:
  • Must be completed prior to payroll processing
  • Will prevent errors from being processed
  • Will identify errors for correction in a timely manner
  • HR/CMS Knowledge Center contains job aids, resource documents, tips and reminders
  • Additional training and support available from CTR Statewide Payroll Team and Department Assistance Bureau
  • Automated processes utilizing SQLs from Commonwealth Information Warehouse
  • CommonHelp
  • “Who do I call?”
  • Comptroller’s HelpDesk (617) 973-2468 or
  • Questions about MMARS/LCM
  • All Comptroller issues
  • CommonHelp (866) 888-2808 or
  • Questions about HR/CMS, Luminist, DocDirect, CIW, Mass.gov
  • Employee Service Center (ESC- for departments who subscribe to the service)
  • ESC Home Page
  • Employee Calls
  • Password Resets
  • Correction Mode Requests:
  • The correction mode policy has become much more restrictive to maintain proper audit trail and good internal controls.
  • Correction mode will only be used when the entry effects an employee’s compensation, creditable service or GIC status.
  • Every effort should be made to confirm appropriate data entry into HR/CMS before completing actions.
  • Continued requests for corrections based on data entry errors will result in revocation of HR/CMS security.
  • The DSO will not be able to request reinstated access until the core user attends mandatory HR/CMS training.
  • Correction mode is not to be used for cosmetic errors. The corrections can causeundesirable impact on the HR/CMS system. Most errors can be fixed without correction.
  • Additional Pay:
  • Additional Pay should not be used for regular wages -- Additional Pay is used for certain recurring payments and periodic one-time payments.
  • Whenever possible, payments should be made through timesheet.
  • When entering additional pay, core users should not populate the Goal Balance field. This field is system generated. Matching the Goal Amount and Goal Balance will prevent the payment from processing
  • To end an Additional Pay entry, core users should not uncheck OK to Pay or enter zero amounts in the earnings fields. There are multiple ways for a core user to end an Additional Pay:
  • Enter a matching Goal Balance and Goal Amount
  • Enter an end date in the prior pay period
  • Hires and Terminations:
  • Effective dates of hires and terminations effect an employee’s compensation as well as their creditable service and GIC status.
  • Checklists are available for Hire, Termination with Pay and Final Term. Checklist can be customized.
  • Effective dates are extremely important:
  • SSTA conversions need to be future dated (Sunday of the next pay period).
  • Reports To changes need to be future dated (Sunday of the next pay period).
  • Schedule changes need to be future dated (Sunday of the next pay period) and should never be retroactive. This will cause the employee’s previously reported and paid time to recalculate and over or under pay the employee.
  • Multiple Time Reporter Data changes in a pay period can prevent an employee from being paid. The users should use a Saturday date to inactivate the Time Reporter Data.
  • Mass State Employees Retirement Cap: CTR/Statewide Payroll team is monitoring the Retirement Cap report every pay period.
  • Commonwealth employees hired after January 1, 2011 are subject a cap on the amount of compensation that can be considered for purposes of benefits under the Massachusetts State Employees’ Retirement System (“MSERS”).
  • Under provisions of state law, the cap on the amount that is considered “regular compensation” for purposes of retirement contributions and for the calculation of a retirement allowance is currently set at 64% of the Federal Limit under U.S.C. 401(a)(17). The U.S.C. 401(a)(17) limit is $266,000.
  • For the 2015 calendar year limit on regular compensation under G.L. c.32 is $169,600 (64% of $266,000). CY 2015 Contribution Cap: $18,056.00.
  • Departments must review and work with CTR for employees who may be in excess or close to reaching the cap.

Q.Can the agencies still look at some reports or use some sources other than HR/CMS to reconcile payroll?