On the May 31st paycheck, departments will be billed for the summer health insurance premium for all active graduate students that have requested health insurance. The amount for international graduate students will be $125.00 for the entire cost of the graduate health insurance for the summer semester.  U.S. citizens and permanent residents will be billed $157.50 which includes the final spring semester payment as well as the entire summer semester premium.

Since the payments will be charged on the May 31st paycheck, the health insurance will be billed to the funding source where the student's salary is being paid for the pay period May 1st – 15th.  If this funding source is NOT correct for the graduate student spring health insurance premium, please email:  gayle.olufson@und.edu  and provide the student's name, EmplID and the funding source you want to charge. To implement the funding changes, prior to payroll confirm, they must be emailed, no later than 4:30 on Thursday May 23rd.

Additional Information:  This payment for the graduate health insurance is taxable to the graduate student, depending on their tax status.  So, the student may see additional federal and state withholding tax deducted from this check.

The new health insurance rate will go into effect on the June 14, 2013 paycheck. The new monthly rate is $981.68 for each benefited employee that participates in the health insurance.   

Late Leave and Hourly Reporting Forms:  There has been an increase in the submission of late Leave and Hourly Reporting forms in the past few months.  Please remind all employees that these forms must be turned into Payroll on a timely basis.  As we get closer to the end of the fiscal year late forms may cause budget issues for departments, create leave balance questions for supervisors and employees, cause Federal Workstudy issues, and create exempt FICA status issues.  Keep in mind this is the last pay period of the Spring semester.  Thank you in advance for your help with this.

If any of your employees have their regular place of employment  outside the state of North Dakota and do not return to work at least one day a month in North Dakota, you need to notify Corrinne Kjelstrom, Campus Safety and Security (777-2785) and Kevin Kuntz, Payroll Office (777-4227).    This notification is VERY important, so these employees have Workers' Compensation and Unemployment coverage.

Institutional Closures* - Only employees designated by the department head may be required to work during the period when the institution is officially closed. All other benefitted employees shall be granted leave with pay for hours they would normally work during a closure. If an employee is not normally scheduled to work, the employee is not entitled to the additional paid leave. All employees properly authorized to work shall receive additional pay for hours worked during the official closing.

In summary:

Student or non-benefitted employees only receive compensation for hours actually worked during the closure.Hourly, benefitted employees that would regularly work during the closure, but did not work due to the closure, are to be paid H67 (Official Closure) earnings for the number of hours they would have been scheduled to work. The number of hours reported are NOT prorated for part-time, benefitted employees.Salaried and contract employees will receive their regular pay during the closure, if they are not required to work.All employees that were required to work during the closure are to be compensated for the number of hours actually worked (H01-Regular or H14 Workstudy). If these hours of compensation cause the employee to exceed 40 hours for the week, these hours should be coded H03-Overtime.

*The official closing date/times for the upcoming pay period is April 15, 2013 from 7:00AM to 10:00AM.*

Meal or Rest Periods - Student employees at the University of North Dakota shall be offered meal period and/or rest period breaks in accordance with federal and state labor laws.

The University of North Dakota requires all departments to offer employees who work more than four consecutive hours in any one day a minimum of thirty consecutive minutes for one meal. A student employee may waive their right to an unpaid meal break if their employing department is in agreement. If the employing department allows a student to waive their unpaid meal break, the student must complete the Student Break Waiver Form, available online at http://und.edu/student-life/careers/breakwaiverform.pdf, and the employing department must keep the signed Student Break Waiver Form on file. If a student completes a Student Break Waiver Form, the student is still entitled to a minimum 30-minute unpaid meal break if they choose.

Departments can offer students a paid rest break consisting of 15 minutes for every four consecutive hours the student works. If a department chooses to offer a paid rest break, they must offer this paid rest break to all of their student employees.

Meal Break & Rest Period Guidelines:

Student employees must be relieved of all duties during a meal break or rest period and be free to leave their assigned work area.Meal breaks and/or rest periods should be scheduled by the supervisor to allow for appropriate coverage of the department. However, departments must schedule reasonable meal breaks and/or rest periods in accordance with the student's shift.Meal breaks or rest periods must be taken during the student's shift and cannot be taken at the start or end of a shift.

Multiple paid rest periods cannot be combined into one break to allow for a longer break.

Job Data Changes and Position Funding Forms - The Permanent Change and Temporary Change fields on these forms are now essential in the processing of these forms.  Please be sure that you mark the correct box which applies to the situation you are using the form for.  If you have any questions about how to choose which box, please give Human Resources a call at 777-4361. There is also a new Job Data Change form on the Human Resources and Payroll Services website so be sure to update any saved forms you may have.

New poster: An updated FMLA poster can be found at https://und.edu/finance-operations/human-resources-payroll/managers-toolbox/secure/posters.cfm. Please print the new poster and replace your current FMLA poster with the newer version at your posting site. An updated version should be posted no later than March 8, 2013.

Updated Job Data Change or Separation form: This form has been updated with a new field added to show if the pay rate change is a permanent or temporary change. There is also a drop down for actions for the pay rate change. These changes were made to prepare for the changes that will be taking place for the Budget Application in the future. Please find this form on our Human Resources and Payroll Services website under forms and update the version you may have saved. Also check other forms you may have to be sure you are using the most current version.

2012 Flex claims deadline: Flexcomp reimbursement vouchers for 2012 must be submitted to the Payroll Office by 4:30 p.m. Monday, April 1st. Any balances remaining as of Dec. 31, 2012, may still be reimbursed to you if services occur prior to March 16, 2013. The "use it or lose it" rule will be applied if the April 1st deadline is not met. No exceptions will be made for late submissions. Call Cheryl at 777-4423 if you have any questions regarding your flex account.

03/01/2013 to 03/15/2013 payroll: Pay day for this payroll is 3/28/2013 because of the Good Friday holiday on March 29th. Paperwork is due March 18th. Please be sure paperwork is submitted on time and early if possible since students and/or employees may be gone for Spring Break. Pay confirm is March 22nd. Submitting paperwork the day of pay confirm will not be guaranteed to be on the 03/28/2013 paycheck. It may be necessary to hand deliver paperwork to Payroll to be sure you meet these deadlines. Remember student paperwork needs to go to Career Services before Payroll for all necessary approvals.

Reporting forms: For Hourly Reporting and Salaried Leave & Overtime forms please remember that pay periods are from the 1st to the 15th and from the 16th to the last day of the month. We are seeing the 15th of the month on more than one reporting form which is causing errors with overtime and payroll overpayments.

*The official storm closing date/times for the upcoming pay period is March 18, 2013 from 7:00AM to 11:00PM.

Institutional Closures– Only employees designated by the department head may be required to work during the period when the institution is officially closed. All other benefitted employees shall be granted leave with pay for hours they would normally work during a closure. If an employee is not normally scheduled to work, the employee is not entitled to the additional paid leave. All employees properly authorized to work shall receive additional pay for hours worked during the official closing.

In summary:

Student or non-benefitted employees only receive compensation for hours actually worked during the closure.Hourly, benefitted employees that would regularly work during the closure, but did not work due to the closure, are to be paid H67 (Official Closure) earnings for the number of hours they would have been scheduled to work. The number of hours reported are NOT prorated for part-time, benefitted employees.Salaried and contract employees will receive their regular pay during the closure, if they are not required to work.All employees that were required to work during the closure are to be compensated for the number of hours actually worked (H01-Regular or H14 Workstudy). If these hours of compensation cause the employee to exceed 40 hours for the week, these hours should be coded H03-Overtime.

Change in policy NDUS Human Resource Policy 20.4.3: All other regular employees shall be granted leave with pay for hours they would normally work during a closure. Employees not scheduled to work during the closure because of a previous arrangement, including annual or sick leave, will not be charged leave for that closure.

Payroll ipad Mini prize winner announced: The winner of the electronic W-2 iPad Mini incentive prize is UND student Alexandra Peterson. Active UND employees receiving a 2012 W-2 who had consented to receiving an electronic W-2 by January 16, 2013 were eligible to win the iPad. Of the 3,348 UND employees who opted for the electronic option, three finalists were chosen. The three finalists were Laura Cory, Craig Bohn, and Alexandra Peterson. These finalists were given a quiz on general UND knowledge and general payroll knowledge and whoever scored the best on this was the winner of the ipad. Congratulations Alexandra!

Only employees designated by the department head may be required to work during the period when the institution is officially closed. All other benefitted employees shall be granted leave with pay for hours they would normally work during a closure. If an employee is not normally scheduled to work, the employee is not entitled to the additional paid leave. All employees properly authorized to work shall receive additional pay for hours worked during the official closing.

In summary:

• Student or non-benefitted employees only receive compensation for hours actually worked during the closure.
• Hourly, benefitted employees that would regularly work during the closure, but did not work due to the closure, are to be paid H67 (Official Closure) earnings for the number of hours they would have been scheduled to work. The number of hours reported are NOT prorated for part-time, benefitted employees.
• Salaried and contract employees will receive their regular pay during the closure, if they are not required to work.
• All employees that were required to work during the closure are to be compensated for the number of hours actually worked (H01-Regular or H14 Workstudy). If these hours of compensation cause the employee to exceed 40 hours for the week, these hours should be coded H03-Overtime.

*The official closing dates/times for the upcoming pay period are February 10, 2013 from 10:00PM to February 11, 2013 to 10:00AM*

Please remind Minnesota employees that NDW-R forms must be submitted to the Payroll Office by February 19, 2013 to avoid having North Dakota tax withheld. Residents of Minnesota wishing to not have North Dakota tax withheld from their pay are required to file the NDW-R each year. Please note that employees who do not submit the NDW-R will have their payroll automatically switched to North Dakota tax. Under certain circumstances, some Minnesota employees are also required to submit the Minnesota W-4 (form W-4MN). If one of the following applies to an employee, they must complete the W-4MN as well:

• Claim fewer Minnesota withholding allowances than your federal allowances (You cannot claim more Minnesota allowances than federal allowances).
• Claim more than 10 Minnesota allowances

• Want additional Minnesota withholding deducted from your pay each pay period

• Claim to be exempt from federal withholding or claim to be exempt from Minnesota withholding

The NDW-R form can be accesses at: 

https://und.edu/finance-operations/human-resources-payroll/_files/docs/ndwr-memo-form12-2012.pdf

The W-4MN form can be accessed at:  

https://und.edu/finance-operations/human-resources-payroll/_files/docs/w-4mn-form1.pdf

Return all completed forms to the Payroll Office-Twamley 312 or Stop 7127 – DO NOT SEND DIRECTLY TO THE TAX COMMISSIONER'S OFFICE.  Please be sure employees sign their forms and complete all boxes, including wages earned in North Dakota last calendar year (wages earned from UND can be obtained from the Self-Service website).

We are seeing a lot of late paperwork. This pay period there is a holiday, which also shortens payroll processing by a day. Please submit paperwork as early as possible. Paperwork is due February 19th so anything received before that date would be greatly appreciated. Pay confirm is February 25th. Submitting paperwork on pay confirm will not be guaranteed to be on the 02/28/2013 paycheck.   It may be necessary to hand deliver paperwork to Payroll to be sure you meet these deadlines. Remember student paperwork needs to go to Career Services before Payroll for all necessary approvals.

Leave slips are due January 3 for PPE 12/31/2012 (January 15th payday). The last day to submit any leave taken in the calendar year 2012 is Friday January 4, 2013. Any 2012 leave submitted after this date will be taken from your 2013 leave balances. Please keep in mind that Employees that did not use a minimum of 40 hours of Annual Leave (except employees hired in 2012) or had an Annual Leave balance in excess of 240 hours (prorated for part-time), will see their annual leave balance has been reduced on the January 31st check to meet these requirements.

Please look over your January 15th check carefully.  Since flexcomp maximums and dental insurance premiums both decreased for 2013 make sure your first check in 2013 (January 15) reflects those changes.  If you find an error, please call the Payroll Office at 777-4226.  It's much easier to correct those errors early in the year rather than towards the end.

If an employee is non-benefitted and worked a holiday please write "yes worked" beside the hours to show the employee worked for that day.

To have your name entered in a drawing for a mini ipad, simply grant consent in Employee Self-Service before January 16, 2013 to access your W-2 in an electronic, "Paperless" format.   When you grant consent, you will not receive a hard copy W-2 in the mail. Employees who have already granted consent for electronic W-2 do not need to do so again. On January 16, three electronic W-2 participants will be chosen to take a quiz to determine the iPad Mini winner. Follow These Instructions:

1.  Login to Employee Self-Service at https://adminsys.ndus.edu/psp/hehp/?cmd=login&languageCd=ENG&

2.  Go to: Main Menu > ND HE Self-Service > Payroll and Compensation > W-2/W-2C Consent

3.  Check the box that states: "Check here to indicate your consent to receive electronic W-2 and W-2c forms"

4.  Click Submit

5.  Re-enter your password to verify your identity

6.  Click continue

7.  A message will appear "Submit was successful" , hit OK

8.  You're Done!

The University of North Dakota will be closed at noon through midnight on Monday, December 24. This closure is treated as an Institutional Closure per NDUS Policy 20.4.

Christmas Day, Tuesday, December 25th will be treated as a Holiday per NDUS Policy 19.

Institutional Closures – Only employees designated by the department head may be required to work during the period when the institution is officially closed. All other benefitted employees shall be granted leave with pay for hours they would normally work during a closure. If an employee is not normally scheduled to work, the employee is not entitled to the additional paid leave. All employees properly authorized to work shall receive additional pay for hours worked during the official closing.

In summary:

1. Student or non-benefitted employees only receive compensation for hours actually worked during the closure.

2. Hourly, benefitted employees that would regularly work during the closure, but did not work due to the closure, are to be paid H67 (Official Closure) earnings for the number of hours they would have been scheduled to work. The number of hours reported are NOT prorated for part-time, benefitted employees.

3. Salaried and contract employees will receive their regular pay during the closure, if they are not required to work.

4. All employees that were required to work during the closure are to be compensated for the number of hours actually worked (H01-Regular or H14 Workstudy). If these hours of compensation cause the employee to exceed 40 hours for the week, these hours should be coded H03-Overtime.

5. Benefitted employees are not required to use vacation or sick leave hours for Christmas Eve afternoon.

Holiday – Only employees designated by the department head may be required to work during a holiday. All other benefitted employees shall be granted a maximum of 8 hours of leave with pay (prorated for part-time employees) for a holiday. All employees properly authorized to work shall be compensated for hours worked during a holiday.

In summary:

1. Student or non-benefitted employees only receive compensation for hours actually worked during a holiday.

2. Hourly, benefitted employees that did not work, due to the holiday, are to be paid H34 (Holiday) earnings for a maximum of 8 hours (Prorated for part-time employees).

3. Salaried and contract employees will receive their regular pay during the holiday, up to 8 hours (Prorated for part-time employees). Employees who would normally work more than an 8 hour day on which a holiday falls, will need to take annual leave for the difference, or work additional hours on a different day (with supervisor approval).

4. All employees that are required to work during a holiday are to be compensated for the number of hours actually worked (H01 or H14 Workstudy). If these hours of compensation cause the employee to exceed 40 hours for the week, these hours should be coded H03-Overtime.

5. Benefitted employees are not required to use vacation or sick leave hours for a holiday, unless their normal workday exceeds 8 hours. With supervisor approval, employees may choose to work additional hours on another day, instead of taking leave.

Any leave slips and time slips that are submitted, will be reviewed to assure that this policy is being followed. Employees will be notified if any changes are necessary. If you have any questions on the policy, please call the Human Resources Office (777-4361). If you have any questions regarding the payment of hours, please call the Payroll Office (777-4226).

New dental provider effective January 1, 2013: Delta Dental of MN will be the new dental provider. Rates will decrease slightly. Delta will be sending out insurance cards. Delta has a list of "in network" dentists that will reduce the out of pocket cost for employees. You can access this list and all the current dental information on the Payroll website under the benefit information and forms link on the left side of the page.

New Poster: An updated Workers Comp Premium Certificate can be found at http://und.edu/finance-operations/payroll/_files/docs/wc-premium-cert-10-2012.pdf.

Departments should run leave reports each pay period to verify leave has been accurately reported and recorded. As we approach the end of the calendar year, please pay special attention the Use or Lose balances of your employees. Remind your employees they will only have until 12/31/2012 to use these balances, or they will lose it.

November is open enrollment for Flexible Benefits for calendar year 2013.  Forms are due in Payroll no later than 4:30pm on November 30th, 2012.  Please remind your employees of the deadline.  There will be no exceptions for late submissions. We suggest you hand deliver any forms that need to be submitted close to the deadline.

Please remind your supervisors that they are responsible for making sure these forms are completed correctly before sending it to Payroll.  Hours should be calculated correctly and brought over to the right side of the form with the correct combo codes and earnings codes.  Also, please watch the pay period dates when your employees are filling out these forms. Pay periods are from the 1st of the month to the 15th of the month and the 16th to the last day of the month. Example: Pay period 10/01/2012 to 10/15/2012 and 10/16/2012 to 10/31/2012 are the pay periods in October. We are finding reporting forms for the 16th to the last day of the month are also including the 15th which should have been on the prior pay period reporting form. This has resulted in duplicate hours being submitted.   Please watch for these errors and correct it before the hours are submitted to Payroll.

We are seeing a lot of late paperwork. This pay period there is a holiday, which also shortens payroll processing a day. Please submit paperwork as early as possible. Paperwork is due November 16th. Pay confirm is November 26th which is the Monday following the holiday weekend. Submitting paperwork on pay confirm will not be guaranteed to be on the 11/30/2012 paycheck.  Again, hand delivering paperwork to Payroll to be sure you meet these deadlines may be necessary. Remember student paperwork needs to go Career Services before Payroll for all necessary approvals.

Please run the query NDU_HR_EELISTBYDEPT to view a current list of active employees in your dept. If there are any employees on this list that are no longer working please submit the appropriate termination paperwork for that employee.