Checklist. Signed Contract, Offer Letter, or Letter of Appointment (a copy will be provided to you)

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1 New Employee Payroll Packet Professional, Full-time Faculty, Classified Staff, and Fixed-Term Welcome to Great Falls College Montana State University! Listed below is a checklist with items that need to be completed and returned within 3 business days of your date of hire, preferably one week prior to your date of hire. Once these items have been received, your employee ID and account can be created and you will be set up on payroll. In addition, access to Banner, attachment to your class(es) in Banner, and access to D2L for online classes will be completed as applicable for your position. Please contact us if you have any questions. Checklist Signed Contract, Offer Letter, or Letter of Appointment (a copy will be provided to you) New Employee Payroll Packet Print Pages 7 15 and for completion and submission Marketplace Insurance Notification (in compliance with Affordable Care Act) New Employee Information Form Form W-4 Direct Deposit Form (optional) Decedent Warrant Statement (optional) Statement of Selective Service Registration Status (if applicable) Certification of Prior Montana Public Employment Hours Form I-9 (copies will not be accepted; please bring the following documents as listed on the form to HR for verification): One document from Column A OR One document from Column B AND one document from Column C Please return these items to: Human Resources Great Falls College MSU th Avenue S Great Falls, MT Human Resources Contacts Payroll Mary Kay Bonilla Kathy Haggart Executive Director Payroll Officer Lisa Albert Human Resources Associate Brianne Sollid Human Resources Associate

2 Payroll Information for Professional, Full-time Faculty, Classified Staff, and Fixed-Term Timesheets Brand new employee Submit a paper timesheet to your supervisor for your very first pay period of employment. Going forward you will submit your time electronically. Paper timesheets are available in the Business Office or on the College intranet go to upper right corner, click on Forms/Payroll. Electronic timesheet Available to employees in Banner Web My Info (see below) after your first paycheck has been processed. All employees are required to submit an electronic timesheet for supervisor approval directly following the end of a pay period. Due date for submission of timesheets is Monday at 5:00 pm following the end of a pay period. Timesheets can be started and submitted any time during the pay period, after the 3 rd day of the pay period. Please contact the Payroll Office for written directions specific to your employee type, for questions, or for assistance with the electronic timesheet. Paper timesheets must be filled out and approved if the employee misses the window for submission and approval of the electronic timesheet, or to make corrections after payroll processing has begun. Payroll Distribution Please see the attached Payroll Calendar for paydays, pay period end dates, and holidays. You may elect direct deposit or a payroll check, with direct deposit being the preferred method. Paychecks with a Great Falls address are held in the Business Office until retrieved by the payee. Be prepared to show identification. Paychecks with an out-of-town address are mailed at the end of the day on payday. Direct deposit is a paperless process. Pay stubs and history are available to all employees for viewing or printing in Banner Web My Info (see below). Banner Web My Info You may access your payroll information (paystub with gross and net pay, deductions, and leave balances if applicable) via the internet on your first payday. Go to click on Banner Web [My Info], and click Enter Secure Area. Your initial PIN is your birth date DDmonYYYY (example: 01jan1990) and it is case sensitive. You will be asked to change your PIN the first time you logon. Tax Questions The Payroll Office cannot offer tax advice. Federal tax questions should be addressed to the IRS at State tax questions should be addressed to the Montana Dept of Revenue at Supplemental Retirement Plans All non-student employees who receive paychecks through Great Falls College MSU payroll are eligible to contribute to a 403(b) or 457(b). There are currently five tax sheltered SRA options available. Contributions are pre-tax and must be made through payroll deduction. Consult your tax advisor and/or attorney for any tax or legal advice you may need. For additional information or assistance, please contact Human Resources.

3 KEY Great Falls College MSU Bi-Weekly Payroll Calendar 2014 Paydays Pay Period Ending Holidays Adjunct Paydays JANUARY FEBRUARY MARCH S M T W T F S S M T W T F S S M T W T F S APRIL MAY JUNE S M T W T F S S M T W T F S S M T W T F S JULY AUGUST SEPTEMBER S M T W T F S S M T W T F S S M T W T F S OCTOBER NOVEMBER DECEMBER S M T W T F S S M T W T F S S M T W T F S

4 MONTANA UNIVERSITY SYSTEM OFFICE OF THE COMMISSIONER OF HIGHER EDUCATION Benefits Department 2500 Broadway Helena, Montana (877) (406) FAX (406) September 25, 2013 Dear Montana University System Employee/Retiree, The Patient Protection and Affordable Care Act (PPACA) and its amendment by the Health Care and Education Reconciliation Act of 2010 ( Affordable Care Act of ACA ) require employers to provide certain notification to employees regarding the Health Insurance Marketplace ( Marketplace ), previously known as the Exchange. You are receiving this letter containing information about the Marketplace and how it relates to existing benefit coverage offered by the Montana University System Employee Benefit Plan. This letter, which serves as the required notification, is being sent to you prior to October 1, 2013 which is when the open enrollment period for the Marketplace commences. Following the open enrollment period for the Marketplace, coverage for individuals on the Marketplace products begins January 1, There are two important things for employees to note: * You are receiving this notice because you have an employment relationship, or are a retiree, with a unit of the Montana University System (MUS). This is irrespective of your eligibility to receive benefits under the MUS Employee Benefit Plan. * The individual mandate for health insurance coverage goes into effect January 1, Specific information regarding the MUS Employee Benefit Plan Coverage * If you are eligible to receive coverage as an active employee under the MUS Employee Benefit Plan, you receive a contribution from the employer toward the cost of coverage for yourself and any eligible dependents. Currently state law sets this amount at $806 per month. Retirees do not receive an employer contribution. The employer contribution for some affiliated entities eligible for the MUS Employee Benefit Plan may be different. * The MUS Employee Benefit Plan meets the federal requirements for "minimum value" and "affordability" under the Employer Shared Responsibility provisions of the ACA. * Since the MUS Employee Benefit Plan meets these requirements, employees who choose to waive the employer coverage will not be able to receive the monthly employer contribution nor be eligible to receive subsidized coverage from the Marketplace. Employees considering waiving benefits and accessing Marketplace coverage may wish to consider the fiscal impacts carefully. MONTANA STATE UNIVERSITY Campuses at Billings, Bozeman, Great Falls, and Havre THE UNIVERSITY OF MONTANA Campuses at Butte, Dillon, Helena, and Missoula Dawson Community College (Glendive) Flathead Valley Community College (Kalispell) Miles Community College (Miles City)

5 Specific information regarding the Marketplace If you are not eligible to receive coverage under the MUS Employee Benefit Plan or through another group employer plan that meets the minimum value and affordability standards, depending on your individual circumstances, you may be eligible for premium subsidies to assist in purchasing coverage on the Marketplace. * There is a specific Marketplace notice prepared by the federal government. This notice contains two parts. Part A - "General Information" is enclosed with this letter. Part B - "Information About Health Coverage Offered by Your Employer" is utilized when an individual chooses to apply for coverage on the Marketplace. Upon request MUS will provide a completed copy of Part B to employees. The Part B documentation must be submitted along with an application for Marketplace coverage. We understand that employees may have a number of questions during the next few months regarding health care coverage, the ACA impact on the individual, and the MUS Employee Benefit Plan coverage. In addition to this notice, we will be preparing additional communication FAQ information to assist in answering these questions. In some cases we are still awaiting guidance and information from the federal government, so as we receive additional information we will communicate that to you. If you need more information about MUS Employee Benefit Plan coverage you can review the Summary Plan Description or the Choices Enrollment Workbook. (They are available online at You may also contact your campus HR office or call the MUS Employee Benefits office directly at 1(877) Sincerely, Connie Welsh Director of Benefits Montana University System

6 New Health Insurance Marketplace Coverage Options and Your Health Coverage Form Approved OMB No. PART A: General Information When key parts of the health care law take effect in 2014, there will be a new way to buy health insurance: the Health Insurance Marketplace. To assist you as you evaluate options for you and your family, this notice provides some basic information about the new Marketplace and employment based health coverage offered by your employer. What is the Health Insurance Marketplace? The Marketplace is designed to help you find health insurance that meets your needs and fits your budget. The Marketplace offers "one-stop shopping" to find and compare private health insurance options. You may also be eligible for a new kind of tax credit that lowers your monthly premium right away. Open enrollment for health insurance coverage through the Marketplace begins in October 2013 for coverage starting as early as January 1, Can I Save Money on my Health Insurance Premiums in the Marketplace? You may qualify to save money and lower your monthly premium, but only if your employer does not offer coverage, or offers coverage that doesn't meet certain standards. The savings on your premium that you're eligible for depends on your household income. Does Employer Health Coverage Affect Eligibility for Premium Savings through the Marketplace? Yes. If you have an offer of health coverage from your employer that meets certain standards, you will not be eligible for a tax credit through the Marketplace and may wish to enroll in your employer's health plan. However, you may be eligible for a tax credit that lowers your monthly premium, or a reduction in certain cost-sharing if your employer does not offer coverage to you at all or does not offer coverage that meets certain standards. If the cost of a plan from your employer that would cover you (and not any other members of your family) is more than 9.5% of your household income for the year, or if the coverage your employer provides does not meet the "minimum value" standard set by the Affordable Care Act, you may be eligible for a tax credit. 1 Note: If you purchase a health plan through the Marketplace instead of accepting health coverage offered by your employer, then you may lose the employer contribution (if any) to the employer-offered coverage. Also, this employer contribution -as well as your employee contribution to employer-offered coverage- is often excluded from income for Federal and State income tax purposes. Your payments for coverage through the Marketplace are made on an aftertax basis. How Can I Get More Information? For more information about your coverage offered by your employer, please check your summary plan description or contact. The Marketplace can help you evaluate your coverage options, including your eligibility for coverage through the Marketplace and its cost. Please visit HealthCare.gov for more information, including an online application for health insurance coverage and contact information for a Health Insurance Marketplace in your area. 1 An employer-sponsored health plan meets the "minimum value standard" if the plan's share of the total allowed benefit costs covered by the plan is no less than 60 percent of such costs.

7 th Avenue South Great Falls, MT (406) (800) Fax: (406) Marketplace Insurance Coverage By signing below, I acknowledge that I have received the notification explaining the Health Insurance Marketplace and the Part A General Information that is part of the Affordable Care Act. Print Name Signature Date changing lives achieving dreams A student-centered two-year college providing high-quality educational opportunities responsive to community needs.

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12 Direct Deposit Pay Distribution Authorization For use at MSU-Billings, Bozeman, Great Falls and Northern A notice of 30 days may be needed for all implementations or changes. Name: Last First MI Department Phone No. Employee I.D. (GID) or Social Security Number: With Direct Deposit, I understand that all of my net pay will be deposited in the bank account(s) as shown below. I understand that if I change bank services, I must inform the Payroll Department about any changes. This authorization will remain in effect until changed in writing or I terminate employment at MSU. I further understand that a pay detail report will be available for review and printout through Employee Self Service on the campus website. I hereby authorize MSU to distribute my pay as indicated herein. Signature: Date: Complete the following section(s) with a maximum of three accounts. A voided check (for each checking, NOW, or share draft account) and/or a deposit slip (for each savings account) must be securely attached to this form. #1 Financial Institution Voided Check or Deposit Slip osit Dollar Amount or Percent of Pay to Deposit Checking Acct Savings Acct #2 Financial Institution Voided Check or Deposit Slip Dollar Amount or Percent of Pay to Deposit Checking Acct Savings Acct #3 Financial Institution Voided Check or Deposit Slip Dollar Amount or Percent of Pay to Deposit Cancellation of Direct Deposit: I hereby authorize cancellation of Direct Electronic Deposit of my net pay for the above bank account(s): Checking Acct Savings Acct Signature Date: MSU Administrative Use Only: Date of Test Entry Date of Inactivated DD Date of Active Status Date of Change Existing DD

13 FOR USE BY DEPARTMENT OF ADMINISTRATION - WARRANT WRITING Agency Contact Employee Name Voucher # Done By Date Replacement # Date Agency Phone # Beneficiary Name Approved by Date Journal # Date Vendor # Approved By Date LEGAL DESIGNATION OF PERSON AUTHORIZED TO RECEIVE DECEDENT S WARRANTS Instructions for Employee 1. Complete the Beneficiary Designation portion of this form. This form must be typed or printed legibly in ink. 2. Provide designee s full legal name (example Mary Lynn Smith or To the Estate of Jane Smith ). The designee name cannot be Mrs. John E. Smith. 3. No erasures or corrections in the designee s name can be accepted. If an error is made, complete a new form. 4. Inform your HR/payroll personnel when designee s address changes. 5. Sign this form in ink and submit to your agency HR/payroll personnel. 6. Designee may be changed at any time by completing another form and submitting to your agency HR/payroll personnel. You are requested to update your designee every calendar year. Beneficiary Designation For Decedent s Final Warrants Pursuant to , MCA, I hereby designate the following person who, notwithstanding any other provision of law, shall be entitled upon my death to receive all state warrants, excluding payment of death benefits and refund of employee retirement contributions, payable to me as a result of my employment with the State of Montana had I survived. All information is required. Name of Designee Mailing Address Social Security Number First Middle Last Street or PO Box City State Zip Code Date of Birth My signature on this document indicates: 1. I understand this is a legally binding document. 2. I hereby revoke any previous designation filed by me. 3. If the above named designee cannot be contacted within sixty days after the date of my death, this designation shall be void and the warrant will be reissued to my estate. 4. This designation will remain in full force and effect until revoked by me in writing. Employee Name First Middle Last Social Security Number Employee Signature Date Instructions to Employer Review above information for proper completion by employee and reaffirm to employee, this is a legally binding document. Place document in employee s file. Have your employees periodically review their designation. 1. Upon death of employee, complete the information below. The Certifying Officer should be the agency head or personnel officer. Carefully follow the checklist for Deceased Employee available on the MINE website. 2. Send two copies of this form to the SHRD Human Resources Information Services Bureau and retain original in employee s file. 3. If death occurs after the warrant has been issued but before it has been negotiated, recover the warrant (if possible) and submit to the SHRD Human Resources Information Services Bureau. Date of Death Certifying Officer Signature Date

14 MONTANA UNIVERSITY SYSTEM Office of the Commissioner of Higher Education 2500 Broadway PO Box Helena, Montana (406) FAX (406) Statement of Selective Service Registration Status If you are a male, born after July 1, 1975, the Montana Compliance with Military Selective Service Act requires that you register with the Selective Service System unless you meet certain exemptions under Selective Service law. If you are required to register, but fail to do so, you are not eligible for employment with the Montana University System. Non-registered Men Under Age 26 If you have reached your 18 th birthday, are under age 26, and have not registered, you must register. The Montana University System is prohibited from hiring you unless you are registered. Check one: Certification of Registration Status I certify that I am registered with the Selective Service System. I certify that I am not required to register with the Selective Service Administration. False Statement Notification A false statement may be grounds for not hiring you, or for dismissing you if you have already begun work. Also, you may be punished by fine or imprisonment. Legal signature of individual Date signed To register with the Selective Service or to obtain more information, visit the Selective Service System at call , or write to: Selective Service System Registration Information Office P. O. Box Palatine, IL

15 CERTIFICATION OF PRIOR MONTANA PUBLIC EMPLOYMENT HOURS FOR ANNUAL LEAVE ACCRUAL RATE NOT ELIGIBLE: If you are not eligible to claim prior Montana public employment or military service time, please sign and date this form. This form will be retained in your personnel file. I do not claim prior Montana public employment or military service time to be applied to the rate at which I earn annual vacation leave. Employee s Signature Date INSTRUCTIONS TO ELIGIBLE EMPLOYEES: Complete lines 1 through 7 and send a copy of this form to each previous Montana public employer. Give estimated dates of employment. If your name has changed, give the exact name you used while employed with that employer. EMPLOYEE COMPLETES: 1. Employee Name 2. Previous Name (s) 3. State Hire Date 4. Social Security Number 5. Employer s Name 6. Former Position Title 7. Estimated Dates of Employment to INSTRUCTIONS TO FORMER EMPLOYERS: Please provide the following information, so that this employee may have employment time with your agency count toward the rate at which annual leave is earned, as provided in , MCA. An employee (full-time or part-time) should be credited with one year of employment as follows: 1) for each period of 2080 hours of service (an employee should be credited with 80 hours of service in each bi-weekly pay period in which the employee is in a pay status or on an authorized leave without pay regardless of the number of hours of service in a pay period); 2: for each 12-calendar-month period in which the employee was in a pay status or on an authorized LWOP, regardless of the number of hours of service in any month or; 3) for each completed academic year of employment. Please convert years of employment into number of hours of employment using the 2080 hours equals a year formula. Portions of a year should be prorated. Please complete the bottom of this form and return to the address listed below, as soon as possible. Questions may be referred to the Employee Relations Bureau, State Personnel Division at (406) FORMER MONTANA EMPLOYER COMPLETES: 1. Employer s Name 2. Dates of Former Employment to 3. Type of Employment: full-time part-time temporary seasonal 4. Total Hours Worked: 5. Certified by: Name Title Phone # Date Please return completed form to: Payroll and Benefits Office Great Falls College MSU th Avenue South Great Falls, MT 59405

16 I-9 Verification Documents Additional Information for New Employees Great Falls College MSU Human Resource Office is unable to accept photo copies of the documents listed under columns A, B, or C on the Form I-9 that are used to verify identity. However; in order to facilitate the process of onboarding you as a new employee, it is beneficial to have the payroll packet you received with this offer packet filled out and returned to Human Resources as soon as possible. We realize that not every new employee will be conveniently located in Great Falls, MT at the time they are offered a position of employment. Please contact Human Resources directly regarding options available to you. Brianne Sollid Human Resources Associate brianne.sollid@gfcmsu.edu Phone: OR- Lisa Albert Human Resources Associate lalbert@gfcmsu.edu Phone:

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