Last week, department managers, supervisors and timekeepers received a list of employees within their department who have reported more than 80 hours of the PEL/PSP time reporting codes. These codes represent the Federally-mandated Emergency Paid Sick Leave (EPSLA) 80-hour time bank.

It is very important that we correctly report these hours as the dollar amounts paid to each employee for the EPSLA bank hours will be reported in box 14 of the W-2 for IRS tax purposes.

Part time, or employees whose EPSLA hours were prorated for their FTE were not included in the report sent last week. For this reason, all timekeepers are being asked to once again use the queries listed below to make sure none of your staff have overused the EPSLA bank of hours. If corrections are needed, they must be made before 12/28 for biweekly employees and before 12/21 for monthly employees.

• For corrections older than 6 months for active or inactive employees, please send in a payroll correction form available here.
• For corrections within the past 6 months, make prior period adjustments on the timesheet.
• If there are overpayments that require multiple deductions (more than 15% of gross earnings), send in a correction form and a repayment agreement form available here.

More information regarding this and other COVID banks click here.

To pull the queries:

-          Enter the timeframe 2/1/20 - today’s date

-          Use the following queries:

-          ODS_MTL_PYBL_TIME_EMPL_ARC_DUR

-          ODS_MTL_PYBL_TIME_GRP_ARC_DUR

-          ODS_MTL_PYBL_TIME_QTY_DEPT_ARC

-          MTL_PEL_GROUP_PAYABLE_DUR

-          MTL_PEL_DEPT_PAYABLE_DUR

If an employee reported hours under different department ID’s, it’s best to use the ODS queries by Group or Empl ID to ensure you have all the data.

Reminders:

• In the month of April, employees had access to use as much RPN/PAN (COVID) hours as needed to get a full check if they did not have or qualified for other paid time (excluding PTO). This means the RPN/PAN hours used in April do not count against the 80 for that “bank”.

Employees who took a voluntary furlough would no longer be eligible to use the RPN/PAN hours when they returned (if they had any left). They could have used it prior to the furlough but not after. This information was included in the furlough letters each employee received when they took that option.

Paragraph 611A. of the UMPNC/MNA collective bargaining agreement states: “Those employees in pay grades Framework Levels A-F, N-3: Role Specific, N4 and N-5 in Step 13 and Step 14 prior to the start of Schedule C and who do not step on their anniversary during Schedule C, will receive a $1000.00 lump sum bonus, prorated for appointment, in December 2020.”

These payments will pay out on the December 31, 2020 paycheck for eligible members. The earnings code on the gross pays and the employee's paycheck information will show MRB “Nurse annual lump sum” for this payment. In previous years it was paid as a SAL for salary supplement.

If a nurse does not get a payment this year and had received payments in previous years, please check to see if they hit their 18 years of service in the 2021 fiscal year. If so, that means they will step to 14 making them ineligible for the payment in December, 2020.

Some timekeepers and approvers have access to update the Maintain Time Reporter Data page in M-pathways in order to set up new employees for punch or web clock. It is also used to switch the employee out of punch if they are leaving the department and moving to another area.

When new employees hire in or transfer to a punch department, the TCD Group and the Workgroup have to be reassigned to match a punch or web clock user for that department. The TCD Group is specific to the department and the Workgroup is specific to making them punch.

If updates are incorrectly done it can cause an employee to not be paid in the payroll. Mainly, when the historical information on this page is deleted or overridden. The best way not to make this mistake is to always make the changes by adding a new effective dated row and to use “Include History” mode (not “Correct History”).  Add a row, make it effective the day after they started in your department and then add your TCD Group. They may not be able to punch on their first day but that can be manually added just for that one day.