Information for Employees on Human Resources and Payroll Services 1

Information for Employees on Human Resources and Payroll Services 1

This Employee Guide: Information for Employees on Human Resources and Payroll Services provides you with information on Employee Self-Service (ESS). It assists you in understanding the changes that directly affect you as a result of the Commonwealth s implementation of new Human Resources and Payroll business processes. ESS enables you to actively update and maintain your personal information, time, and business travel information. It also provides you with the information necessary to help you make important decisions about your employee benefits, and allows you to access current Commonwealth policies and services. You can do all of this online at work through the Commonwealth s Intranet (www.myworkplace.state.pa.us). Through ESS, you will have greater control in keeping your data current, allowing for quicker and more accurate updates and system transactions. By using SAP software, data will be real time, so when you enter your changes, the information will be updated immediately. There s no waiting for paperwork to be processed to get your changes made. You make them yourself! As you read this Employee Guide,you will notice other improvements that are important for you to know, such as information about your new Employee Pay Statement. Personnel from your agency Human Resources office will continue to assist you through this change in conducting business, and you should contact them with any questions. In addition, an ESS Service Center has been created to further assist you on technical questions regarding ESS, with contact information located towards the end of this Employee Guide. We invite you to read this Guide and keep it available to reference as you experience all that ESS has to offer. You can also access the Employee Guide online! For more information on ESS, visit the Imagine PA website at www.imaginepa.state.pa.us and select ESS Home. 2 EMPLOYEE GUIDE

EMPLOYEE GUIDE Information for Employees on Human Resources and Payroll Services 1 About This Guide Helpful Icons Words to Know 2 What is Changing? Changes in Your Biweekly Employee Statement Change in Time Management Managing Your Work-Related and Personal Information What if You Don t Have Access to a Computer? 3 ESS Policy 4 ESS - Your Online Resource Time Management Travel Management Payroll Information Benefits Personal Information Life and Work Events 5 When is ESS Available for Use? 6 Your Employee Pay Statement Changes You Will Notice Employee Pay Statement Printing and Distribution Direct Deposit and Credit Union Deductions Withholding of Garnishments Payroll Adjustments Due to Activity Processed Late Payroll Deductions Tax Calculation Rounding Differences Other Changes To Your Employee Pay Statement How to Read Your Employee Pay Statement Online Payroll Information 7 Changes in Time Management Quota (Leave Balance) Excess Quota (Leave Balance) 8 Your User ID and Password 9 Training, Help, and Information Help and Support ESS Service Center Bureau of Commonwealth Payroll Operations (BCPO) Travel Help Desk Training Information Imagine PA Website ESS Information PAGE 5 7 8 10 14 15 24 25 26 TABLE OF CONTENTS Information for Employees on Human Resources and Payroll Services 3

NOTES 4 EMPLOYEE GUIDE

About This Guide This Employee Guide highlights the key changes that will occur as a result of Imagine PA s Human Resources and Payroll implementation. It also explains how these changes will affect you and where you can get more information and assistance. 1 ABOUT THIS GUIDE Helpful Icons: Key Fact An interesting fact check it out! Example An example of a new process or function Definition A new word ESS If you have access to Employee Self-Service (ESS), here s what you should do... No ESS If you do not have access to Employee Self-Service (ESS), here s what you should do... The new process or method The old process or method Information for Employees on Human Resources and Payroll Services 5

Words to Know As we move to the new system, some words that are currently used will change. Here are some of the most commonly used words that are changing. Commonwealth Term STD-929 (Time and Attendance Record) Wage Employee Salaried Employee Leave Code Time Code Differential Code (shift differential, training differential or hazard duty) Employee Number Leave Balance Temporary work schedule or temporary meal period change, swap, switch, or exchange Personnel Office SAP Term CATS (Cross Application Time Sheet) Positive Time Recorder Negative Time Recorder Absence Type Attendance Type Premium Type Personnel Number Quota Substitution HR Office Key Fact For a full listing of all new terms look at the Glossary page on the Imagine PA website: www.imaginepa.state.pa.us 6 EMPLOYEE GUIDE

WHAT IS CHANGING? What is Changing? On January 14, 2004, the Commonwealth of Pennsylvania will Go Live with Human Resources (HR) and Payroll SAP Software. On February 1, 2004, the Commonwealth will Go Live with Travel Management SAP software. 2 There are three main changes that will affect you: Your biweekly Employee Statement will look different. The way you record time (absences and attendances) could be changing. Although most agencies will be using ESS for time recording, some agencies will be using alternative processes for this function. Contact your local HR office with questions on your agency s policy for handling time recording. Most employees will have a new way to manage their work-related and personal activities, called Employee Self-Service (ESS). Changes in Your Biweekly Employee Statement Beginning on February 6, 2004, your biweekly Employee Statement will have a new look and contain more detailed information related to your pay. Pages 19 to 23 of this Guide describe the differences you will see, and page 21 has an example of the new Employee Pay Statement. Changes in Time Management The Commonwealth is changing two key things with absences (leave): 1. The way absences are requested and approved. 2. The process by which quotas (leave balances) are carried over to the next leave calendar year for the majority of employees. The details are in Section 7 of this Guide. Managing Your Work-Related and Personal Information There will be a new way to manage all time, business travel, and personal information through a new webbased service called ESS. Employee Self-Service is probably the single most significant change that will happen as a result of Imagine PA s Human Resources and Payroll implementation. What if You Don t Have Access to a Computer? If you do not have access to a computer at work, you will continue to conduct work-related and personal activities the same way you do today. Information for Employees on Human Resources and Payroll Services 7

3 ESS POLICY ESS Policy Employee Self-Service is available to most employees through MyCommonwealth Workplace. ESS is accessible within the Commonwealth Network (www.myworkplace.state.pa.us) to provide employees with information related to their employment and the capability to maintain their own data. Employees are advised to maintain their network logon user ID and password in strict confidence. The employee s network user ID is used to gain access to their personal data in ESS. Employees who have access to MyCommonwealth Workplace within their work environment are required to use ESS to record work-related activity such as, but not limited to, travel planning and expense reimbursement requests, leave requests, time sheet creation, and vacation selection. Employees should access ESS during scheduled work hours to record work-related activity. The chart below identifies these activities. Employees who have access to MyCommonwealth Workplace are encouraged to use ESS to access and maintain their own personal data. For an employee s personal convenience, changes to personal data such as, but not limited to, FCAP enrollment, Savings Bonds Enrollment, and Union Membership can be made at work, from home, or from any other location with Internet access (www.workingsmart.state.pa.us). The chart below identifies these activities. Employees who do not have access to My Commonwealth Workplace within their work environment will be provided with directions from their Human Resources Office on how to accomplish their work-related and personal activities. Key Fact www.myworkplace.state.pa.us and www.workingsmart.state.pa.us will both direct you to the same website. www.workingsmart.state.pa.us is accessed from remote locations such as home, while www.myworkplace.state.pa.us is accessed from your computer at work. Time Management ESS Service Name Work-Related Personal Create Time Sheet Create/Maintain Leave Request Vacation Selection Display Time Statement Display Quotas Display Work Schedule Travel Management ESS Service Name Work-Related Personal Travel Manager Direct Deposit of Travel 8 EMPLOYEE GUIDE

Payroll Information Pay Statement Inquiry W-4 Federal/State Withholding Paycheck Options Union Membership Savings Bonds Enrollment Benefits Overview Enrollment (Health Benefits:FCAP, Deferred Compensation) ESS Service Name Work-Related Personal Benefits ESS Service Name Work-Related Personal Family Care Account Program (FCAP Reimbursement) Personal Information ESS Service Name Work-Related Personal Address Emergency Contact Family Member/Dependents Personal Data Life And Work Events ESS Service Name Work-Related Personal Marriage Event Divorce Event Birth/Adoption Event Other Life Event My First Days Annual Enrollment Changes in My Employment Leaving State Employment Employee Information Resource Information for Employees on Human Resources and Payroll Services 9

4 ESS ESS - YOUR ONLINE RESOURCE - Your Online Resource You now know that ESS is a web-based service that lets you manage your work-related and personal activities. However, ESS is not just a place to enter data; it is also a source of information to help you make important decisions, such as selecting a benefits provider. You can even use it to look for current information on Commonwealth policies and services offered. The table below shows the different services available in ESS and when they will be available for you to use. They are also described in more detail below. ESS Function Time Management Enhanced Travel Planning and Reimbursement Payroll Information Pay Statement Inquiry Benefits Enrollment View Benefits Information Personal Information Life and Work Events Time Management In the Time Management section of ESS, you can: Enter your From and To times on the online time sheet (if required) Request absence (leave) and have it approved Check your actual and anticipated absence quota (leave balance) available View your work schedule Available For Use January 14, 2004 February 1, 2004 January 14, 2004 February 6, 2004 Later in 2004 January 14, 2004 January 14, 2004 January 14, 2004 ESS Time Management for Negative Time Recorder (Salaried Employee) A negative time recorder is an employee who is paid for a regularly scheduled number of hours for a biweekly pay period. (Management Directive 505.7) If you have access to a computer, a timekeeper will no longer enter your attendances and absences for you. If you are a negative time recorder, you need to enter your from and to times only for hours worked outside of your regular shift, out of class or for labor distribution. To be compensated for this additional time, you will enter these hours via the ESS time sheet located under Time Management.* You will also enter absences via the ESS Leave Request. Employees with access to ESS will no longer use the paper Time and Attendance Record and Leave Request forms. Overtime/Compensatory Time Based on the time you enter, a timekeeper will continue to calculate overtime (or compensatory time) to ensure correct payment. Eventually, your overtime will automatically calculate based on the from and to times you enter into your online time sheet, without the intervention of a timekeeper. * If you must report time, you should record time daily. Definition From and To times are the words used in SAP for Start and End times. Absence Quota is the new SAP word for Leave Balance. 10 EMPLOYEE GUIDE

Time Management for Negative Time Recorders (continued) Working Out of Class You will enter the position number of the position in which you work out of class in a higher job classification. This number will be provided to you. Labor Distribution Codes Some employees may be required by their agency to report time worked to different federal grants or projects. This is also known as labor distribution, which allows for the reimbursement or charge-out of services to cost centers, funds, etc., other than your normal funding. Requesting Absence You are required to request absence using ESS. If you are unable to access ESS (when you are ill, for example) or you need to request an emergency annual or personal absence, your timekeeper or supervisor are the only people who can complete a leave request on your behalf. Key Fact If you have access to ESS and are a negative time recorder, you must enter those hours worked outside of your regular shift via the time sheet. You MUST enter this time TO GET PAID FOR THE ADDITIONAL HOURS OF WORK. (Remember, you must have your supervisor s approval to work overtime.) ESS Time Management for Positive Time Recorders (Wage Employee) A positive time recorder is an employee who is paid on an hourly basis and whose hours must be reported each pay period. (Management Directive 505.7) If you have access to a computer, a timekeeper will no longer enter your attendances and absences for you. If you are a positive time recorder whose hours must be reported in order for you to be paid, you must enter your from and to times every day using the ESS time sheet. In addition, you need to enter your from and to times for hours worked outside of your regular shift, out of class or for labor distribution. To locate the time sheet, go to the Time Management section in ESS. You will also enter absences via the ESS Leave Request. Employees with access to ESS will no longer use the paper Time and Attendance Record and Leave Request forms. Regular Time Hours worked each day are entered every day. Overtime/Compensatory Time Based on the time you enter, a timekeeper will continue to calculate overtime (or compensatory time) to ensure correct payment. Eventually, your overtime will automatically calculate based on the from and to times you enter on your ESS time sheet (see previous page). Working Out of Class You will enter the position number of the position in which you work out of class in a higher job classification. This number will be provided to you. Labor Distribution Codes Some employees may be required by their agency to report time worked to different federal grants or projects. This is also known as labor distribution, which allows for the reimbursement or charge-out of services to cost centers, funds, etc., other than your normal funding. Requesting Absence You are required to request absence using ESS. If you are unable to access ESS (when you are ill, for example) or you need to request an emergency annual or personal absence, your timekeeper or supervisor are the only people who can complete a leave request on your behalf. Information for Employees on Human Resources and Payroll Services 11

Travel Management You ll have everything you need for Commonwealth business travel in the Travel Management section. Plan and view your trip logistics (transportation, hotel, car rental, etc.) Request travel expense reimbursements Set up travel preferences (for example: requesting a window seat on planes; establishing a separate direct deposit account for travel reimbursement) My Business Travel is a complete guide for employees who travel and includes: Travel Policies and Procedures Tips and Tricks Definitions of Travel Expense Types Although ESS is a new system, the administration and auditing of Commonwealth travel expenses will not change. Travel Planning You will use ESS to plan and book your travel and submit travel requests. All of the information that your supervisor needs to know before approving a trip can be entered in ESS. Once you have obtained approval for your business travel, you will use ESS to book your travel arrangements (such as reserving a flight, a rental car and a hotel). Benefits of using ESS for travel planning include: Streamlined process reducing delays, paper, and expenses Greater flexibility and options for travelers Best price alternatives are easily available Travelers have access to the same information as the Commonwealth Travel Center Ability to view and print your travel itineraries at www.checkmytrip.com Travel Expenses ESS will be used to submit travel expense reimbursements. If you created a travel plan using ESS, your travel expense reimbursement request will display the travel plan information you previously entered. Although paper expense claim forms are eliminated, all paper travel receipts will continue to be submitted to the appropriate office for processing/auditing. Benefits of submitting expenses through ESS include: Quicker reimbursements Validation of expense information Streamlined process reducing delays, paper, and expenses Designation of separate bank account for direct deposit of travel reimbursements Ability to view status of reimbursement request No ESS A Travel Arranger in your agency will enter your travel plan and submit expenses on your behalf. If you don t know who your Travel Arranger is, ask your supervisor. Although the reimbursement request submission process is going to be electronic, receipts and other supporting documents should still be forwarded to Bureau of Commonwealth Payroll Operations (BCPO) via US or interoffice mail. BCPO has developed a standardized envelope (STD-192B) that must be used to submit receipts and other supporting documents. The envelope is a 7 x 10 mailing envelope. Travelers must fill in the Trip Number (SAP generated), Personnel Area (department number), Personnel Number (employee number), his/her name, and the last date of travel on the back of the envelope. Agencies should use interoffice mail to submit receipts whenever possible. However, if US Mail is used, agencies should affix proper postage before mailing. This standardization of receipt submission will make the travel reimbursement process more uniform and result in a faster reimbursement. It is important for travelers to use a separate envelope for each trip number. Consolidation of multiple trip receipts could cause a delay in reimbursement. These envelopes are available through the Department of General Services Commodity Warehouse. If you have access to ESS, you should complete the Web-Based Training Course as soon as possible. It covers topics including how to plan your travel and request a reimbursement, among others. The course can be accessed through the Imagine PA website at www.imaginepa.state.pa.us. 12 EMPLOYEE GUIDE

Payroll Information In the Payroll Information section of ESS you can: View payroll information from your Employee Pay Statement Change your W-4 federal/state withholding tax Select up to three financial institutions and accounts for direct deposit of your net pay check Sign up for union membership Enroll in U.S. Savings Bonds For more information on the Payroll details you can view via ESS, refer to Section 6 of this guide. Benefits In the Benefits section of ESS, you will be able to: View the benefits plans for which you are eligible, or the plans in which you are currently enrolled Enroll in a benefit plan (available later in 2004) Enroll in a Family Care Account Program (available later in 2004) Personal Information In the Personal Information section of ESS you can: Key Fact If you have access to ESS and are a positive time recorder, you MUST enter the from and to times worked every day TO GET PAID. No ESS A timekeeper will continue to enter time on your behalf. You will continue to report attendances and absences in the same way as you do today, and use paper forms. Key Fact When ESS goes live, the benefits plan in which you are enrolled will automatically transfer from the current system into ESS and can be viewed by you. Change your permanent residence or mailing address Update personal data Add and change emergency contact information Record details of family members and dependents (available later in 2004) Remember, it is extremely important to keep your personal information up-to-date. This will help the Commonwealth with processing pay and benefits, as well as ensure communication in the event of an emergency. Life and Work Events In the Life and Work Events section of ESS, you can change personal information relating to: Starting, leaving, or changing employment status with the Commonwealth of Pennsylvania Enrolling in benefits Marriage/Divorce Having a baby or adopting a child Other life events Key Fact If you move, you must update your permanent and/or mailing address so that correspondence is sent to the correct address and your benefit and tax information is reported appropriately. The Life and Work Events service guides you through the steps necessary for making changes relevant to the life or work event. For example, if you get married, steps are offered for changing your name, adding a spouse to your benefits, changing your W-4, as well as other items you may want to consider as a result of getting married. Information for Employees on Human Resources and Payroll Services 13

5 When WHEN IS ESS AVAILABLE FOR USE? is ESS Available for Use? The table below identifies the date when specific ESS service will be available to you. Type of Information Work-Related Personal Date of Availabiltiy Time Management Create Time Sheet Create/Maintain Leave Request Vacation Selection Display Time Statement Display Quotas* Display Work Schedule * Note: Quotas will not be accurate in SAP until you receive your FIRST pay statement. Quotas will be as of the date data was converted from the old system to SAP, until corrected on January 25, 2004. Travel Management Travel Manager Direct Deposit of Travel Payroll Information Paycheck Options Union Membership Savings Bonds Enrollment Pay Statement Inquiry W-4 Federal/State Withholding Benefits Benefits Overview Enrollment (Health Benefits/Family Care Account Program (FCAP)/Deferred Compensation) Personal Information Address Emergency Contact Personal Data Family Members/Dependents Life and Work Events Marriage Event Divorce Event Birth/Adoption Event Other Life Event My First Days Annual Open Enrollment Leaving State Employment Employee Information Resource Changes in My Employment February 2004 February 2004 February 2004 March 2004 Later in 2004 Later in 2004 Later in 2004 14 EMPLOYEE GUIDE

YOUR EMPLOYEE PAY STATEMENT Your Employee Pay Statement 6 Changes You Will Notice Employee Pay Statement Printing and Distribution Employee Pay Statements and paychecks will have a different appearance. A new combined pay statement and check format will be used. If you are on direct deposit of pay, the bottom portion of your Employee Pay Statement will contain your mailing address information. If you are authorized to receive a paper check, it will be attached to the bottom of your Employee Pay Statement. Pay statements and checks will be distributed as follows: Employee Pay Statements for ALL employees on direct deposit will be mailed to the employee s mailing or permanent address. Checks (when authorized) and statements for employees covered by mandatory direct deposit provisions will also be mailed. Checks and statements for employees in bargaining units not covered by mandatory direct deposit provisions will continue to be distributed to employees as they are today (e.g., worksite distribution). Contact your local Human Resources Office if you have any questions regarding the content and distribution of your new Employee Pay Statement. Direct Deposit and Credit Union Deductions You will be able to set up direct deposit accounts for up to three financial institutions plus an additional, or separate, account for travel reimbursements. Payroll deductions directed to the Credit Unions listed below will be converted to direct deposit and will count towards the allowable maximum of three direct deposits. Pennsylvania State Employees Credit Union (PSECU) UFCW Local 1776 Credit Union Members 1 st Credit Union NORSCO Federal Credit Union UFCW Local 0023 Credit Union PENNSCO Federal Credit Union NFG #2 Federal Credit Union (formerly Warren State Hospital Credit Union) White Haven Center Credit Union Philadelphia Federal Credit Union Omega Federal Credit Union Superior Credit Union UFCW Federal Credit Union Pittsburgh Federal Credit Union The following Credit Unions, will continue to be processed as a separate deduction from your gross pay and will not count towards the allowable maximum of three direct deposits. ACBA Credit Union Clarion University Credit Union NE PA School Employees Credit Union PACOE Federal Credit Union Information for Employees on Human Resources and Payroll Services 15

Withholding of Garnishments Because SAP provides improved, automated compliance with all federal and state laws controlling the amount of an employee s wages that can be legally garnished (withheld), some employees will experience an increase or decrease in these deductions. For example, multiple garnishments will be prioritized and may not be honored if the amount to be deducted exceeds federal or state limits. Also, garnishment withholding will be adjusted for changes in gross pay. The current system does not have automated compliance with federal and state laws. Payroll Adjustments Due to Activity Processed Late Activity processed late, such as Short-Term Leave Without Pay (STLWOP) and overpayments of $100 or less, will be recovered from your next paycheck. If the overpayment is not fully recovered from this paycheck, it will be recovered from future checks. The deduction will be up to the full amount of your paycheck and continue until the overpayment is repaid in full. It is critical that all supervisors report Short-Term Leave Without Pay, and any other activity that impacts payroll in a timely and accurate manner, to avoid major one-time pay adjustments to an employee s paycheck. YOU, as an employee, should carefully monitor your Employee Pay Statement and immediately bring any discrepancy to your supervisor s attention. Payroll Deductions Family Care Account Program (FCAP) SAP will adjust the amount of FCAP deductions to ensure that the annual dollar amount set by you is met each calendar year. Example Number of pay periods remaining in a year = 24 FCAP yearly amount set by an employee = $2400 Biweekly FCAP deduction = 2400 / 24 = $100 The FCAP deduction amount is determined by: The total annual dollar amount you set, less the amount already deducted in the current calendar year Divided by the number of pay periods remaining in the calendar year. If you take leave without pay and no FCAP deduction is withheld from a paycheck or paychecks, the FCAP deduction from future paychecks will be increased to make up for the missed deduction(s). This ensures that by the end of the calendar year, the annual dollar amount you established is met. Example Normal Biweekly FCAP deduction = $100 Amount of FCAP paid by an employee so far = $2100 Amount of FCAP left for the year = $2400 $2100 = $300 There are 3 pay periods left in the year, but the employee takes one pay period on leave without pay and no FCAP deduction is made. For the final 2 pay periods of the year, the FCAP deduction will be recalculated to make sure that the remaining $300 is made by the end of the year. The calculation is as follows $300 / 2 = $150. So the employee will see an FCAP deduction of $150 for the last two pay periods in the year. 16 EMPLOYEE GUIDE

Family Care Account Program (FCAP) continued... While your Human Resources Office should counsel you on changing your annual dollar contributions or stopping the deduction for FCAP when you have a status change such as a leave without pay, YOU should take the initiative to discuss the requirements of your individual situation with them. Based on your selections, the Human Resources Office will make the appropriate adjustments. Other status changes that allow an employee to change or stop an FCAP deduction are listed in Management Directive 505.28, Family Care Account Program. Deferred Compensation Deductions (IRS Section 457B plan) Tax Calculation Rounding Differences Federal Withholding Tax In the old system, a fixed biweekly dollar amount is withheld for FCAP with no consideration for missed deductions. If the amount of a deferred compensation deduction (IRS Section 457B plan) as set by you is greater than the amount of your net paycheck, SAP will withhold the entire remaining net pay amount for deferred compensation and your net pay for the pay period will be zero. Currently, if the amount of a deferred compensation deduction exceeds the remaining net amount of your paycheck, no deferred compensation deduction payment is made from your paycheck. SAP calculates Federal Withholding Tax using the annualized federal tax tables. As a result, you may see a difference of a few cents in Federal Withholding due to rounding. The current system calculates Federal Withholding Tax using the biweekly federal tax tables. State and Local Taxes Occupational Privilege Tax (OPT) Tax Effective January 1, 2005, Occupational Privilege Tax (OPT) will be withheld from all employees including part-time employees, for your first pay date in January with no discount for early payment. For calendar year 2004, the OPT will be withheld for your first pay date in February. In the old system OPT was withheld at various times throughout the year based on the taxing jurisdiction where you work and a customized schedule. OPT was not withheld for part-time employees. Information for Employees on Human Resources and Payroll Services 17

State and Local Taxes - State Withholding Tax If you live and/or work in a state other than Pennsylvania, State Withholding Tax will be deducted based on whether a reciprocal state withholding tax agreement exists between Pennsylvania and your state of residence. (PA has reciprocal state tax agreements with Indiana, Maryland, Jersey, Ohio, Virginia and West Virginia.) If a reciprocal agreement exists, state withholding tax will be calculated and withheld from your state of residence. If there is no reciprocal agreement between PA and your state of residence (e.g. York or Delaware), PA state withholding tax will be calculated and withheld for your state of residence. If you reside and work outside of PA, state withholding tax will be calculated and withheld for your state of residence. The appropriate state withholding authorization document (i.e., W4) must be completed if one is required by your state of residence (other than PA) to ensure that the correct amount of state tax is calculated and withheld. Currently, if you work in Pennsylvania and live in a reciprocal state other than Jersey, withholding for the state of residence is voluntary. Also, no state tax is withheld if you reside and work outside Pennsylvania. State and Local Taxes - Local Earned Income Tax (Wage Tax) The Commonwealth will continue to withhold the Local Earned Income Tax (or Wage Tax) based on the municipality where an employee LIVES rather than where the employee works. This means that for the first pay dates in SAP (February 6 and 13, 2004) employees will have Wage Tax withheld for the same municipality as their last pay date in the current payroll system (unless the employee had a change of residence). Note: Under certain situations some employees will continue to have Wage Tax withheld based on the municipality where the employee WORKS. Generally, this will occur whenever the employee s municipality of residence levies no Wage Tax and the work location does, or the rate of taxation is greater where the employee works. See examples below. When the non-residence rate of taxation where the employee WORKS is greater than the residence rate of taxation where the employee lives, wage tax will be withheld for the municipality where the employee WORKS. This situation may occur whenever an employee works in a municipality that can levy a higher rate of taxation on non-residents under the Distressed Municipality or Distressed Pension Acts of the PA Legislature. Some examples are: Residence Municipality/Rate Work Location Municipality/Rate Wilkinsburg Boro 1.00% Upper St. Clair Twp. 1.25% Bethel Park Boro 1.20% Westmont Boro 1.00% Upper Darby Twp. 0.00% Braddock Boro 1.20% Homestead Boro 1.50% Duquesne 1.30% Johnstown 1.10% Chester 1.50% In the first four examples above, one Wage Tax deduction will be taken for the Work Location municipality and remitted to the tax collector for that municipality. The Work Location tax 18 EMPLOYEE GUIDE

Local Earned Income Tax (Wage Tax) continued... collector will be responsible for forwarding the appropriate amount withheld to the employee s residence tax collector to satisfy the employee s residence withholding obligation. The Work Location collector will then retain their portion of the Wage Tax amount withheld. Using Johnstown to illustrate this change, an employee working in Johnstown will have a Wage Tax deduction of 1.10%. The Commonwealth will send the total amount withheld to the tax collector for Johnstown, who will send the 1.0% portion to the Westmont Boro tax collector (where the employee in this example lives) and retain the 0.10% portion (in this case Johnstown is a Distressed Municipality ). Note: For the last example in the chart above, since the place of residence (Upper Darby Twp.) does not levy a Wage Tax but the Work Location (Chester) does, Wage Tax will be withheld for the Work Location municipality. This is not a change from the current payroll system. Employees who work in a municipality that can levy a higher rate of tax on non-residents (e.g., Johnstown, in the example under the section above levies 1.10%) now have a second Wage Tax deduction for any amount in excess of the tax rate where the employee lives (e.g., Westmont Boro in the same example levies 1.00%). In the current payroll system, a Wage Tax deduction of 1.00% is made for Westmont Boro, and a second deduction of 0.10% is made for Johnstown. The total rate of taxation is 1.10%. Social Security and Medicare Tax SAP calculates Social Security and Medicare Tax based on your annual earnings to date, which is in compliance with Social Security withholding requirements. For example, during the first pay period of the year, the tax for a particular employee is calculated as $12.4945 and will be withheld as $12.49. The second pay period is calculated by considering year-to-date withholdings for period one ($12.4945), plus for period two ($12.4945), less the amount actually withheld for period one ($12.49). The calculated amount for period two would be $12.4990 ($12.4945 + $12.4945 $12.49) and will be withheld as $12.50. As illustrated in this example, rounding of calculations may cause deductions to vary by a penny or two from pay period to pay period. The current system calculates Social Security and Medicare Tax based on biweekly earnings. The current system does not adjust taxes based on annual earnings. Other Changes To Your Employee Pay Statement Department Information The full name of your department will be printed on the statement. NOTE: The following items will NOT be printed on your Employee Pay Statement: Social Security Number Payroll Deduction Tax Rates Position Number Department Number The department number and abbreviated name were shown on the statement. Information for Employees on Human Resources and Payroll Services 19

Local Wage Tax and County Information Local wage tax will be calculated for and remitted to the municipality shown in the deductions section [11]. For most employees, this will be the name of the municipality of residence. The county of residence will not be shown. Gross Earnings Year-to-Date The Gross Earnings Year-to-Date figure will show your cumulative Gross Earnings from all agencies in which you worked during the year. Earnings Section The local Wage Tax Municipality was displayed as a code in the deductions section [11] and the name of the local Wage Tax Municipality and county was shown in the Individualized Employee Data section [18]. For most employees, this was the municipality and county of residence. Pay Scale Group and Level The Group is the same as Pay Range. Level is now a combination of Pay Step and Longevity or Academic Level, depending on which applies. For information on what is displayed in Level please contact your Agency Human Resources Office. Step and Level were listed separately. If you worked in more than one agency during the year, only information from the last agency at which you worked was displayed. All paid and unpaid time will be displayed in the Earnings section. It will be broken down to show any paid annual leave, sick leave, etc. Your accumulated pay was shown in the Earnings section, and the detailed breakdown of any paid annual leave, sick leave, etc., was shown under Leave Usage Reported section. 20 EMPLOYEE GUIDE

How to Read Your Employee Pay Statement Your Employee Pay Statement will look different than it does today. The table on the following page will help you compare the NEW (page 21) and OLD (page 22) versions of the Employee Pay Statement. Below is a sample of the NEW Employee Pay Statement. 1. Personnel Number, previously called your Employee Number 2. Department Name 3. Pay Period Ending and Pay Date 4. Home Address 5. Organizational unit name 6. CDC (Check Distribution Code) 7. B/U (Bargaining Unit), Group, Level, previously B/U, Pay Range, Step, Level 8. Individualized W4 Withholding Information 9. Gross Earnings Year-to-Date 10. Net Pay (your total direct deposit(s) or check amount) 11. Taxes and Deductions (current pay period and year-to-date) 12. Reimbursements (such as Family Care) 13. Earnings by Type (including paid absences) 14. Employer Paid Benefits, previously called State Paid Benefits 15. Service Credit 16. Seniority Information 17. Absence Activity (Leave Activity) and Accrual Rate 18. Individualized Employee Data (e.g., FWT Taxable Gross, Conversion Pay Liability, etc.) 19. General Release messages 20. Payroll Check for Employees exempt from mandatory Direct Deposit Information for Employees on Human Resources and Payroll Services 21

Below is a sample of the OLD Employee Pay Statement. 22 EMPLOYEE GUIDE

Online Payroll Information Employee Pay Statement information available via ESS You can view the following Payroll and Time information shown on your Employee Pay Statement via ESS: Pay Statement Inquiry Display Time Statement Display Quotas In addition to the data provided here, you can also display your work schedule, which allows you to verify it. In addition, approved absences are reflected on this display. Pay Statement Inquiry The pay statement displays information on your total earnings, deductions, reimbursements etc. You can view information for the current pay period and historical pay periods. Display Time Statement The time statement displays all absences, overtime, working out of class, and premium time reported. You may find this helpful in understanding how your pay was calculated and/or in verifying absence usage for the pay period. Display Quotas This displays your absence quotas (leave balances). There are three types of absence quota. 1. The quota with the word actual as part of its name includes absence hours (leave) accrued and used to date. 2. Quota includes anticipated absence hours (leave) through the end of the leave calendar year, less absence hours (leave) used and approved for all future dates. 3. Quota includes absence hours (leave) extended from the previous leave calendar year. Note: The extension quota is included in the actual quota, but not in the anticipated quota. The Employee Pay Statement only displays the actual quota. Go to the next page for more details on Quota. Information for Employees on Human Resources and Payroll Services 23

7CHANGES IN TIME MANAGEMENT Quota (Leave Balance) Changes In Time Management Quota to which you will become entitled during the leave calendar year (commonly referred to as anticipated leave) will be displayed as an anticipated quota at the beginning of each leave calendar year. The amount of quota displayed will be based on your leave service credit at that time. If you should earn enough leave service credit during the year to move to the next level of earnings, all quota due for the remainder of the leave calendar year will be applied to your quota at the time the next level of service credit is achieved. Any quota not earned, as a result of a leave without pay absence, will be deducted from your anticipated quota at the end of each pay period. If you have no anticipated quota, you will not be permitted to request an absence. Currently any negative leave balance is paid back at the end of the leave calendar year, or changed to another leave code. Excess Quota (Leave Balance) For most employees, if your annual quota at the end of the leave calendar year is greater than the maximum carryover amount, you will automatically receive a seven pay period extension. Any excess annual quota not used during the first seven pay periods of the new leave calendar year will be converted to sick quota, up to the maximum sick quota carryover amount, regardless of the amount of sick quota you used during the preceding leave calendar year. Most employees will also receive an automatic seven pay period extension to use any personal quota not used during the preceding leave calendar year. Any excess personal quota not used during these first seven pay periods will be lost. Consult your Human Resources Office to determine if you are eligible for the automatic extension and conversion. The conversion of excess annual leave to sick leave was based on the amount of sick leave used in the preceding leave calendar year. To receive an extension, leave had to have been disapproved and justification provided to receive the extension. 24 EMPLOYEE GUIDE

8 Your User ID and Password When you logon to the Commonwealth network, using your User ID and Password, you will be able to enter MyCommonwealth Workplace to use ESS. Since ESS gives access to your information, you should not share your Commonwealth Network User ID and Password with anyone. You should also make sure that your computer desktop is locked if you are away from your computer for any length of time. Leaving your computer desktop unattended and unprotected could allow someone to access your information in ESS. To protect your Password, do not write it down and do not use a combination of letters and numbers that someone else could guess, e.g., your date of birth. To protect your computer desktop, either log off or use a password protected screen saver. Your personal data enjoys the highest level of security protection available with currently used hardware and software that is standard in state government. In layman s terms, your personal data stored in Imagine PA is as secure as your bank account, credit union account, brokerage account--all of which are available through the web browser. When you are logged into Employee Self-Service, all activity is encrypted using Secure Sockets Layer. ESS connectivity uses the same technology that is used to access secure sites on the Internet for such activities as online shopping or banking. YOUR USER ID AND PASSWORD Information for Employees on Human Resources and Payroll Services 25

9 Training Before using ESS, you should take the online training course or class provided by your agency. This training is available through the Imagine PA website, go to Employee Self-Service (on the right-side navigational bar) and select ESS & SSS Training. TRAINING, HELP, AND INFORMATION Help and Support While your timekeeper is available to help you with ESS time entry, beginning January 14, 2004, there will be two contacts to call if you have questions on ESS: ESS Service Center, for all non-travel questions Bureau of Commonwealth Payroll Operations (BCPO) Travel Help Desk. ESS Service Center Operational hours from 7:30 a.m. to 5:00 p.m., Monday through Friday. For non-travel questions about ESS, call the ESS Service Center for help at: (local Harrisburg area) 717.346.5483 or (outside the Harrisburg Area or 717 area code) 1.866.ESS.COPA (1.866.377.2672). Trained representatives will be available to assist with questions related to the ESS functions that Go Live on January 14, 2004. As more ESS features become available, the ESS Service Center will provide assistance for these as well. Bureau of Commonwealth Payroll Operations (BCPO) Travel Help Desk Information Imagine PA Website Visit the Imagine PA website at www.imaginepa.state.pa.us for general project information. ESS Information Visit the Imagine PA website at www.imaginepa.state.pa.us (select ESS Home) for ESS-specific information. Access this site regularly to keep up-to-date with the new and planned features for ESS. Key Fact Questions on how to change something in ESS? Non-Travel related - Call the ESS Service Center: Harrisburg area: 717.346.5483 or outside the Harrisburg area: 1.866.ESS.COPA (1.866.377.2672) Travel - Call the BCPO Travel Help Desk: (local Harrisburg area) 717.346.3401 or (outside the Harrisburg Area or 717 area code) 1.800.824.0626 For travel questions and ESS-related travel, call the BCPO Travel Help Desk at: (local Harrisburg area) 717.346.3401 or (outside the Harrisburg Area or 717 area code) 1.800.824.0626. Key Fact Bookmark ESS Home to your (Favorites) list for easy online access!! Training, Help, and Information 26 EMPLOYEE GUIDE

Thank You for taking time to review your Employee Guide: Information for Employees on Human Resources and Payroll Services. It identifies the key changes that will affect you and your paycheck. Your questions are always welcome, so please talk to your supervisor if you require more information. www.imaginepa.state.pa.us Information for Employees on Human Resources and Payroll Services 27