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.”
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 New Employee Pay Statement
How to Read Your New 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
TABLE OF CONTENTS
EMPLOYEE GUIDE
Information for Employees on Human Resources and Payroll Services
PAGE
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7
8
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15
24
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26
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.
ABOUT THIS GUIDE
Helpful Icons:
1
Example
An example of a new process or function
Key Fact
An interesting fact—check it out!
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...
New
The new process or method
Old
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.
STD-929 (Time and Attendance Record)
Wage Employee
Salaried Employee
Leave Code
Time Code
Differential Code
CATS (Cross Application Time Sheet)
Positive Time Recorder
Negative Time Recorder
Absence Type
Attendance Type
Premium Type
(shift differential, training differential or hazard duty)
Old Commonwealth Term
New SAP Term
Employee Number
Leave Balance
Temporary work schedule or temporary meal
period change, swap, switch, or exchange
Personnel Office
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:
WHA
T IS CHANGING?
2
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.
There are three main changes
that will affect you:
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
web-based 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.
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).
ESS POLICY
3
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.
Create Time Sheet Create/Maintain Leave Request Vacation Selection Display Time Statement Display Quotas Display Work Schedule
Time Management
Travel Manager Direct Deposit of Travel
Travel Management
ESS Service Name Work-Related Personal
ESS Service Name Work-Related Personal
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.
Pay Statement Inquiry
W-4 Federal/State Withholding
Paycheck Options
Union Membership
Savings Bonds Enrollment
Payroll Information
Benefits Overview
Enrollment
(Health Benefits:FCAP, Deferred Compensation)
Family Care Account Program
(FCAP Reimbursement)
Benefits
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
Life And Work Events
Address
Emergency Contact
Family Member/Dependents
Personal Data
Personal Information
ESS Service Name Work-Related Personal
ESS Service Name Work-Related Personal
ESS Service Name Work-Related Personal
þ
Enter your From and To times on the
online time sheet (if required)
þ
Request absence (leave) and have it
approved
þ
Check your actual and anticipated
absence quota (leave balance) available
þ
View your work schedule
ESS - YOUR ONLINE RESOURCE
4
ESS - 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.
Time Management
In the Time Management section of ESS, you can:
Time Management Enhanced Travel Planning and Reimbursement Payroll Information Pay Statement Inquiry Benefits Enrollment View Benefits Information Personal Information Life and Work EventsJanuary 14, 2004 February 1, 2004 January 14, 2004 February 6, 2004 Later in 2004 January 14, 2004 January 14, 2004 January 14, 2004
ESS Function
Available For Use
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.
Time Management for Negative Time Recorders (continued)
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.) 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.
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.
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
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.
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.
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.
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
Personal Information
In the Personal Information section of ESS you can: 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)
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)
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.
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
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.
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.
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.
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
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.
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.
WHEN IS ESS AV
AIL
ABLE FOR USE?
5
When is ESS Available for Use?
The table below identifies the date when specific ESS service will be available to you.
January 2004 January 2004 January 2004 January 2004 January 2004 January 2004 Create Time Sheet
Create/Maintain Leave Request Vacation Selection Display Time Statement Display Quotas* Display Work Schedule
Type of Information Work-Related Personal Date of Availabiltiy
Time Management
Personal Information
Travel Management
Life and Work Events
Address Emergency Contact Personal Data Family Members/Dependents Travel Manager Direct Deposit of Travel
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 January 2004 January 2004 January 2004 February 2004 January 2004 March 2004 Later in 2004 January 2004 January 2004 January 2004 Later in 2004
* 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.
January 2004 January 2004 January 2004 January 2004 January 2004 Later in 2004 January 2004 January 2004 January 2004 February 2004 February 2004
Payroll Information
Benefits
Paycheck Options Union Membership Savings Bonds Enrollment Pay Statement Inquiry W-4 Federal/State WithholdingBenefits Overview Enrollment
(Health Benefits/Family Care Account Program (FCAP)/Deferred Compensation)
YOUR EMPL
OYEE P
AY ST
ATEMENT
6
Your Employee
Pay Statement
Direct Deposit and Credit Union Deductions
New
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.
• UFCW Local 0023 Credit Union • PENNSCO Federal Credit Union • NFG #2 Federal Credit Union
(formerly Warren State Hospital Credit Union)
• Pennsylvania State Employees
Credit Union (PSECU)
• UFCW Local 1776 Credit Union • Members 1st Credit Union • NORSCO Federal 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.
Changes You Will Notice
Employee Pay Statement Printing and Distribution
New
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:
Contact your local Human Resources Office if you have any questions regarding the content and distribution of your new Employee Pay Statement.
• 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).
• ACBA Credit Union
• Clarion University Credit Union • NE PA School Employees Credit Union • PACOE Federal Credit Union
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)
New
SAP will adjust the amount of FCAP deductions to ensure that the annual dollar amount set by you is met each calendar year. 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
Number of pay periods remaining in a year = 24 FCAP yearly amount set by an employee = $2400 Biweekly FCAP deduction = 2400 / 24 = $100
New
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 ex-ample, 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.
Withholding of Garnishments
Old
The current system does not have automated compliance with federal and state laws.
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.
Deferred Compensation Deductions (IRS Section 457B plan)
Tax Calculation Rounding Differences
Federal Withholding Tax
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.
New
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.
Old
The current system calculates Federal Withholding Tax using the biweekly federal tax tables.
New
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.
Old
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.
Old
In the old system, a fixed biweekly dollar amount is withheld for FCAP with no consideration for missed deductions.
State and Local Taxes –
Occupational Privilege Tax (OPT) Tax
Old
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
New
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.
Old
Currently, if you work in Pennsylvania and live in a reciprocal state other than New 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 -
State Withholding Tax
New
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, New 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. New 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.
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.
New
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:
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
Residence 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%
Work Location Municipality/Rate
Braddock Boro 1.20%
þ
Homestead Boro 1.50%
þ
Duquesne 1.30%
þ
Johnstown 1.10%
þ
Department Information
New
The full name of your department will be printed on the statement.
Old
Other Changes To Your New Employee Pay Statement
Old
The current system calculates Social Security and Medicare Tax based on biweekly earnings. The current system does not adjust taxes based on annual earnings.
NOTE: The following items will NOT be printed on your Employee Pay Statement:
• Social Security Number • Payroll Deduction Tax Rates
• Position Number • Department Number
Social Security and Medicare Tax
New
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.
Local Earned Income Tax (Wage Tax) continued...
Old
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 New 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%.
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.
Gross Earnings Year-to-Date
New
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
Old
If you worked in more than one agency during the year, only information from the last agency at which you worked was displayed.
New
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.
Old
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.
Pay Scale Group and Level
New
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.
Old
Step and Level were listed separately.
Local Wage Tax and County Information
New
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.
Old
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.
How to Read Your New 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
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.
Online Payroll Information
Employee Pay Statement information available via ESS
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
CHANGES IN TIME MANAGEMENT
7
Changes In
Time
Management
Excess Quota (Leave Balance)
Quota (Leave Balance)
Old
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.
New
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.
Old
Currently any negative leave balance is paid back at the end of the leave calendar year, or changed to another leave code.
New
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.
Your User ID and
Password
YOUR USER ID AND PASSWORD
8
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.
TRAINING, HELP
, AND INFORMA
TION
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.
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
Bookmark ESS Home to your (Favorites) list for easy online access!!
Key Fact
Questions on how to change something in ESS?
NonTravel 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
