Payroll Forum Payroll Compliance Group June 2018 PAYROLL
- Slides: 45
Payroll Forum Payroll Compliance Group June 2018
PAYROLL COMPLIANCE GROUP (PCG) �Karin Faulhaber– State Payroll Compliance Manager � 302 -672 -5543 �Tracey Walls – Payroll Compliance Analyst � 302 -672 -5541 �Jessica Popkin-Payroll Compliance Analyst � 302 -672 -5506 �Email: PCG. DOA@state. de. us
Agenda �Wage Overpayments �Payroll Funding Authorization �Nonresident Aliens � 2018 Internal Controls Plans �Employment Related Settlements �Payroll Fraud �Open Discussion
Wage Overpayments
Wage Overpayment Overview �Outstanding Balance with PCG �$241, 160. 18 �Outstanding Balance with DOR �$179, 054. 08 �Average Overpayment Amount �$2, 100. 00
Current Year Overpayments �No changes to procedure �Worksheet has been updated to correct formatting and add group email �Notification of Wage Overpayment Current Year has been updated �Column A-must always match the actual paycheck �Column B-Gross to Net of what should have been paid
Prior Year Overpayments �Change to policy due to the IRS Audit �New forms and procedures will be posted on PCG website �Each prior year repayment worksheet will only reflect gross amount
Prior Year Worksheet �Effective July 1, Prior Year Overpayments will be collected for gross.
Prior Year Notification of Wage Overpayment �Letter template has been revised to notify employee that a W-2 c and refund of OASDI and Medicare will occur only after signed certification is returned, if applicable (within the 3 year, 3 month, 15 days) once payment is satisfied
Prior Year Social Security and Medicare Tax Refund Certification �Certification for signature will be sent by PCG �Employee has 45 days to sign and return letter �Once received, PHRST will process refund of OASDI/Medicare and process W-2 c �If not received within the 45 days, a W-2 c will not be processed
Payroll Repayment Forms �Ensure sources of funding on forms are still active �Include applicable earnings codes on form �Align with the earnings that were overpaid �Complete all fields on form �Pay period is for the date(s) when the overpayment occurred �Submit to PCG as soon as Notification of Wage Overpayment is signed
Wage Overpayment Overview �Complete a worksheet for each pay (except for SBO/ICO overpayments-prior) �Submit worksheets along with reason for overpayment and prints of your Pay. Breeze �Once approval is received from PCG, complete the appropriate “Notification of Overpayment” form and meet with the employee �Document all attempts to contact the employee regarding an overpayment
Wage Overpayment Overview �Current Year Overpayment �Active Employee �Collect via a negative WGR for the gross amount or a check for net amount �Current Calendar year is always collected first if both a prior year and current year are involved �Terminated Employee �Collect a check or money order for the net amount
Wage Overpayment Overview �Prior Year Overpayment �Active Employee �Collect Oldest prior year first �Collect via a PAYDUE deduction for the gross amount (beginning July 1) �Send a “Payroll Repayment Form” to PCG �PCG will send employee the “Prior Year Social Security and Medicare Tax Refund Certification” once paid in full
Wage Overpayment Overview �Prior Year Overpayment �Terminated Employee �Collect Oldest prior year first �Collect via a check or money order for the gross amount (Beginning July 1) �Send a “Payroll Repayment Form” to PCG �PCG will send employee the “Prior Year Social Security and Medicare Tax Refund Certification” once paid in full
Wage Overpayment Overview �Non-Responsive Employee �Active �Set up a negative WGR or PAYDUE deduction as appropriate �Use the sample calculation located in the PCGREPAY procedure to calculate the minimum wage reduction or general deduction
Wage Overpayment Overview �Terminated �Send Employees a Notification of Wage Overpayment to obtain a signed repayment agreement �If no response after 2 -3 attempts, send the employee the letter from our PCG-REPAY Policy stating that the Payroll Compliance Group will manage collection �If PCG receives no response from the employee in 10 days, another letter is sent notifying the employee they have 30 days to contact PCG or they will be sent to Division of Revenue for collection and tax intercept program
Wage Overpayment Resources �PCG-OVRPAY-Wage Overpayment Policy �PCG-REPAY-Payroll Repayment Procedure �Notification of Wage Overpayment Prior Calendar Year �Payroll Repayment Worksheet-Prior Calendar Year �Payroll Compliance Policies
Payroll Funding Authorization
Payroll Funding Authorization Change �Chapter 14 of the Budget and Accounting revised �Bi-weekly email no longer required as of July 1 �New Payroll Signature Cards are due by July 1 even if there is no change in signers �Change does not eliminate the need for internal controls
Nonresident Aliens
Nonresident Aliens � 30 Employees with F-1 Visas � 22 Employees with J-1 Visas � 2 Employees with J-2 Visas � 12 Employees claiming Treaty status from 3 different countries
Nonresident Aliens �Eligibility to work documents (I-9) are separate from tax treatment and tax treaty benefits �A permanent resident card or Green Card indicates the person is a resident
Nonresident Aliens �Report any hiring of nonresident aliens to the Payroll Compliance Group �PCG will determine whether the employee is exempt from OASDI/Medicare �PCG will maintain tax panels for nonresident aliens
Nonresident Aliens �Tax Treaty �PCG will file Form 8233 with IRS �Separate earnings codes are used in PHRST for 1042 -S reporting �PCG monitors bi-weekly payroll
Nonresident Aliens �Nonresident Alien W-4 �Line 3 -Must request withholding as if they are single, regardless of their actual marital status �Line 6 -Must write “Nonresident Alien” or “NRA” above dotted line �Line 7 -Cannot claim “Exempt” �Advise employee to check Notice 1392 prior to completing W-4
2018 Internal Control Plans
Effective System of Internal Controls �Management must continuously monitor and improve the effectiveness of internal controls associated with their respective policies �Monitoring and other periodic evaluations provide the basis for management’s verification that existing controls are sufficient to safeguard the Organization’s assets and mitigate risks of error and fraud 28
Annual Review Process �PCG reviews and scores the submitted questionnaire �PCG collaborates with Organization representatives to strengthen deficiencies in the processes described on the submitted documents �Questionnaires are due July 31, 2018 29
What Gets Scored? �Segregation of Duties �System Access �Authorization Process �Reconciliations �Record Protection & Retention �Disaster Recovery & Business Continuity 30
Ranking IC Strength �Total Scores converted to Percentage and Color-Coded Percentage Color Ranking 85% – 100% Green Effective 75% - 84% Yellow Some Improvement Needed 65% - 74% Orange Major Improvement Needed 0%– 64% Red Unsatisfactory �Results sent to Submitter with a copy to Agency Head(s) �Response Includes Recommendations for Improvement 31
Site Visits �PCG will be conducting Site Visits to verify actual practice against questionnaire responses �Typically will accompany the FARS (Financial Accounting and Reporting) team �Joint written response will be provided with recommendations 32
Employment Related Settlements 33
Employment Related Settlements �Incorrect processing of payments can lead to reporting hardships for employees and fines and penalties to Organizations �Reference Guides �PHRST Policy-POL-PR-01 �Settlement Checklist Payment Approval Process and �DOA Bulletin-2017_002 � Employment Related Settlements �Employment Settlement Worksheet
Review and Approval Process �Signed settlement agreement and settlement worksheet are submitted to PCG �Settlements must be signed by all parties �PCG reviews for income characterization and appropriate tax treatment and reporting
Review and Approval Process �PCG will distribute as necessary to the following: �SBO-if agreement includes reinstatement of benefits or medical expense considerations �OMB-if funding sources need to be approved �Pension Office-Back pay awards or adjustments to pension creditable service
Payment and Processing �Wage-Related Claims �Paid through PHRST �W-2 Reportable �Non-Wage Related Taxable Payments �Paid through Accounts Payable � 1099 Reportable � Attorney’s Fees � Paid through Accounts Payable � 1099 Reportable to Employee and Attorney
Payroll Fraud 38
Headlines • Former State Supreme Court payroll supervisor accused of $116, 000 fraud scheme • Former Payroll Specialist Pleads Guilty in Embezzlement Case • Payroll fraud allegations inside Baton Rouge Police Department; 4 officers placed on leave
Payroll Fraud Risks Who are the culprits? It is often the person you would least expect-the long-term trusted employee. The best prevention measure is having a solid internal control plan! “An ounce of prevention is worth a pound of cure” Benjamin Franklin
Payroll Fraud Risks • • Common Forms of Fraud Ghost Employees Manipulation of Hours Worked Misclassify employees (1099 vs W-2) Embezzlement from payroll accounts
Payroll Fraud Risks Red Flags �Sudden changes in spending �Sudden mood changes �Unusual generosity �Destructive habits �Reluctance to take vacation �Sudden use of drugs or alcohol
Payroll Fraud Risks Payroll Red Flag Detection and Controls �Reconcile leave balances routinely �Validate active employees (to find ghosts and payments to terminated employees) �Segregation of Duties �Require sign offs on new hires �Compare actual payroll results to budget and look for anomalies
National Payroll Week September 3 -7, 2018 Visit www. nationalpayrollweek. com
Questions
- Flacs exam
- June 21 2019 geometry regents
- Flacs checkpoint b spanish exam
- Cxc results 2018
- January 2016 chemistry regents answers
- Pharmaceutical compliance forum
- Dada la siguiente secuencia rusia 2018 rusia 2018
- Cio forum 2018
- Payroll tax entries
- National business group on health conference 2018
- 30 days has september
- June 2007 physics regents
- June 2005 calendar
- To a daughter leaving home and poem for my sister
- Good morning 1 june
- The lottery in june corn be heavy soon
- June 2010 chemistry regents answers
- Welcome june blessings
- English language paper 1 june 2021
- Life orientation grade 7 term 2 notes
- Good morning welcome june
- Britney brown
- When was lenore hetrick born
- June cheetah wegener
- Symbolism in the lottery
- June canavan foundation
- June's portfolio includes 177 shares
- 19.06.2008 nasa
- New irpwm june 2020
- June 20 2008
- Simplissimus 3 june 1919
- June's journey
- Good morning please
- Spanish flacs exam practice
- Summary period: june 2021 poem
- The map shows that allied forces
- Proper noun for girl
- Elephant riding in phuket icfes respuestas
- June too soon july stand by
- Ciara earley
- Jose rizal's three uncles
- June 22 to july 22
- June 6 1944
- Workshop expectations
- 1215 king
- June preschool newsletter