Accrual Reduction Automation Process (New)

Monthly accruals are loaded to employee PTO/Vacation banks at the beginning of each month. However, employees may lose half or all of a given month’s accrual based on the amount of no-pay and additional codes used that count against the accruals, based on employee type. Previously the payroll team would manually go in and remove the accruals. This process has now been automated for those that have enough hours in the bank to make the reduction. Those employees that have already used the accrual will show on an exceptions report and overpayments are processed, which includes setting up deductions on future paychecks to reconcile the overpayment. The overpayment part of the process is still manual. 

The Accrual Reduction Automation Process runs monthly, after all days in a month have run through the biweekly payroll. For example, the accrual reduction automation for August 2020 accruals will run on September 9th, the day after the biweekly payroll runs for the 8/23 - 9/5 pay period. 

UMHS PTO Policy

Notes: 

• Accruals may also be reduced for employees terminating or starting an unpaid leave of absence. 

• The payroll team will no longer be able to remove accruals ahead of time because of the automation; please make sure employees get notified so they understand what hours they are eligible to use.

• To prevent overpayments of PTO or Vacation accruals, make sure employees will be eligible to use the accrual before you report/pay those hours; this may mean reporting no pay until you can see they will be eligible to use it.

Labor Day Holiday Biweekly Payroll

A reminder of important dates for the biweekly payroll running the week of the Labor Day holiday:

• OneStaff Load (Nursing): Friday, September 4

• Labor Day Holiday: Monday, September 7

• Biweekly payroll cutoff: Tuesday, September 8, 10 a.m.

• Check Gross Pays: Wednesday, September 9, first thing in the morning

• Off-cycle/Correction Payroll: Thursday, September 10;
  Direct Deposit requests for Monday, September 14 due at 11 a.m.

• Pay Day: Friday, September 11

Note: For mailed correction checks, requests must be received in the payroll office by 11 a.m. in order to be mailed the same day. The University Payroll Office creates these checks, prints them and puts them in the mail by 1:30-2 p.m. Employees are encouraged to use direct deposit as there have been significant delays using the U.S. Mail service. 

Epanded FMLA Eligibility For School & Child Care

As families plan for the upcoming school year, additional guidance is available regarding the use of expanded FMLA (EFLMA) benefits that were announced in the spring. The federal legislation allows for an expanded paid time off benefit for employees who need to provide child care and cannot work remotely due to school closures and child care closures related to the COVID-19 pandemic. The following explain when EFMLA is/isn’t available:

• If the school has decided to go 100% virtual, EFMLA may be applied.

• If the school has decided to go part in-person and part virtual, or there is limited seating where the child has to do part virtual, EFMLA may be applied for the virtual time only.

• If the school has decided to offer options to parents that allows 100% virtual or a variation of virtual/in person or full time in person, EFMLA will not be applied, since there is an option for full-time care available.

• If the school has decided to go full-time in person, EFMLA will not be applied.

The EFMLA benefit expires on Dec. 31, 2020. There is a 30-day service requirement and the benefit is not available to those on layoff or furlough. Total FMLA time available will be coordinated with other FMLA related absences. Michigan Medicine employees must send the completed EFMLA request form to your department administrator and also fax to the Human Resources Solution Center at 734-936-9526. For more information, or questions, please contact the HR Solution Center at 734-647-5538 or visit the Michigan Medicine HR website: https://hr.medicine.umich.edu/hr-services/solutions-center.

Weekly Payroll Communications Available Online

All Michigan Medicine HR-Payroll weekly communications are available for reference on the Timekeeping & Pay page of the Michigan Medicine HR website. Please refer back to these when you have questions as we share many updates and resources each week.  

Gross Pay Registers

The Standard Practice Guide Payroll Controls outlines the department responsibilities around the payroll process. One of these responsibilities is the verification of all payrolls by reviewing the department Gross Pay Register (GPR). The GPR is a report issued the day after every biweekly, monthly, and off-cycle payroll process which details the amount of compensation scheduled for payment to staff. Per the SPG, the GPR should be reconciled “prior to the pay date for each payroll.” It is vital that departments review and reconcile GPRs in a timely manner.

If needed, GPR reconciliation training and support materials are available through MyLinc via the self-guided e-course Gross Pay Register Users. 

Timekeeper Tip

(Corrected link from Aug 13 communication) 

Michigan Medicine Payroll uses the Timekeeper Network Email Group to share weekly updates. If you no longer want to receive these communications or know someone who would benefit from these updates, visit the Michigan Medicine HR Timekeeping & Pay page to be added/removed from the list.