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Electronic Form W-2 is ready

Your electronic Form W-2 is now available in Employee Self-Service!  Please follow the instructions below to access the forms and don’t forget to allow pop-ups!  

If you've already consented to an electronic version, follow these instructions for generating your Form W-2 (Through MaineStreet Employee Self-Service):

1. From the MaineStreet Portal Menu, click Employee Self Service
2. Click the Pay tile
3. Click the View W-2/W-2c Forms menu item
4. Click the Year End Form link to open a new window with your Form W-2. You must allow pop-ups!

Instructions for Opting Out of Paper W-2s (Through MaineStreet Employee Self-Service):

1. From the MaineStreet Portal Menu, click Employee Self Service
2. Click the Pay tile
3. Click the W-2/W-2c Consent menu item
4. Check the box: I consent to receive W-2 and W-2c forms electronically.
5. Click Submit - this will bring up the Verification box
6. Enter your MaineStreet Password
7. Click Verify Password button

Note:  If you do not opt out of receiving a paper copy, it will be mailed by the January 31st deadline.

Questions:

For questions regarding the information on your Form W-2, visit 1120.00 Form W-2 Annual Earnings Statement or contact payroll at 581-9104 or payroll@maine.edu.

Protect Your Data

Be vigilant against scams and phishing attempts.  The IRS doesn't initiate contact with taxpayers by email, text messages or social media channels to request personal or financial information.  The IRS does not call to demand immediate payment using a specific payment method such as a prepaid debit card, gift card or wire transfer.  Visit mycampus.maine.edu, Information Security, for other helpful information.

There are two important changes to the University’s off-cycle emergency payroll schedule starting in 2023.  The change is necessary for the University to comply with federal and state tax remittance due dates.

1. Historically, off-cycles were processed on Thursdays in the same week as the regular biweekly payroll; however, this practice is no longer feasible given some tax jurisdictions' tight deadlines.  

2. During the weeks alternating with the regular biweekly payroll (such as this week), off-cycles paychecks will continue to be processed on Wednesday mornings however, the check dates will be on Fridays (instead of Thursdays).  

The payroll schedule and off-cycle policy have been updated accordingly. 

We remain committed to timely and accurate payments to employees who adhere to the deadlines outlined in the payroll schedule.

If you have any questions or concerns, please reach out to the payroll team. 

• Submit your inquiry:  /servicedesk/customer/portal/13
• Book an appointment:  https://umspayroll.youcanbook.me
• Email payroll@maine.edu
• Telephone 581-9104

Payroll Updates 

2022 Form W-2 Annual Earnings Statement

Form W-2 is required to be distributed to employees by January 31st of the year following the year the wages were earned.  Employees will be notified when their Form W-2 is available in MaineStreet Employee Self-Service if consent for electronic delivery has been received.  Employees who have not consented to electronic delivery will have their paper Form W-2 mailed year to their mailing/home address before the January 31st deadline.  Visit Employee Self-Service to ensure your home/mailing address is accurate.  

Families First Coronavirus Response Act

Earnings received by employees who were approved for Families First Coronavirus Response Act (FFCRA) and extended by the American Rescue Plan (ARP) Act will be reported on 2021 Form W-2.

More information:  1120.00 Form W-2 Annual Earnings Statement

Non-Cash Compensation/Benefits - Taxable Income

Annual reminder to notify payroll when providing non-cash compensation/benefits to an employee for adherence to IRS rules and regulations with regard to reporting these items as income. Generally, all non-cash income such as room and board, non-standard tuition benefits, country club dues, cars and all moving expenses must be reported as income and appropriate taxes withheld. 

More information:  1040.40 Taxable Fringe Benefits - Imputed Income

2023 Social Security Taxable Base Increase

Social Security payroll taxable gross will increase by $13,200 to $160,200 1/1/23—up from the $147,000 maximum for 2022.

More information:  1040.20 Tax Withholding

2023 Minimum Hourly Wage Increases

The minimum hourly wage for employees (including student workers) will increase to the State of Maine minimum wage of $13.80 effective January 1, 2023.

More information:  0520.30 Minimum Wage

Nonresident Taxation

2022 Tax Treaty Benefits Expire

Nonresidents of the US must reapply for treaty benefits each calendar year, if applicable.

More information:  1040.30 Tax Withholding for Nonresident Aliens

2023 Tax Withholding Adjustment for Nonresidents

The IRS updated 2023 amounts that must be added to the wages paid to nonresident alien employees.

More information:  1040.30 Tax Withholding for Nonresident Aliens

2023 Form W-4 for Withholding Tax

Exempt Status Expires

Forms W-4 claiming exempt for Federal and/or Maine expire at the end of the calendar year.  Employees may submit new Forms to continue exempt status.  The filing status will be changed to Single with no adjustments unless the 2023 updates are received or entered in MaineStreet by February 15, 2023. 

More information:  1040.20 Tax Withholding

Monday, December 26^th is the recognized University of Maine System (UMS) Christmas holiday. Chancellor Malloy with campus presidents, has decided to also include Friday, December 23^rd as an administrative holiday, allowing for a four-day holiday weekend.

Resources:

• 0750.20 Administrative Leave and Administrative Holiday
• How to Enter Time - Administrative Hourly Holidays

Dear Colleagues (supervisors of hourly-paid employees),

Due to the legal obligations and risks related to timely and accurate payroll processing, a new Administrative Practice Letter (APL) has been prepared to reset expectations and to clarify roles and responsibilities as they relate to time reporting and time approval. Your employees will receive a similar notification of these changes as they apply to hourly time entry.

For employees and time approvers who have had a long-standing practice of adhering to our policy, the APL may not contain anything of a surprising nature. However, a number of other changes to the time reporting and approval process have been made to assist employees and time approvers with adhering to the APL.

If you have delegated the time approval responsibilities, as a manager or supervisor, you are still accountable for timely and accurate reporting of your employees’ time. Please have a discussion about the policy and these changes with the individual to whom you have delegated time approval to ensure compliance with the policy.

Important change to off-cycle check processing for late time approval

After October 7, we will no longer issue off-cycle checks automatically if time has been entered and/or approved after the deadline. Wages will be included in the following paycheck.

It has been our long-standing policy that employees must report accurate time on a daily basis and that time approvers approve all time worked in the pay period (along with any adjustments) by the Time Approval Deadline in our Payroll Schedule. Please visit our website for more information about the University of Maine System’s Off-Cycle Check Policy.

Important additional changes to time entry and approval

Timesheet statement

Employees will soon see the following statement when they submit time:

"I certify that the timesheet is an accurate accounting of all hours I worked, and the time recorded here represents time worked during this timesheet period and not any other; that I took all required meal and rest breaks during this timesheet period; that no employee asked or instructed me to improperly record my work time in my timesheet, and no employee asked or instructed me to record time for any other employee during this timesheet period; that no employee asked or instructed me to perform compensable work without accurately recording it in my timesheet, and I affirm that if I receive such a request I will report it to Human Resources immediately. In addition, I certify that any paid leave recorded in this timesheet was taken for a qualified reason consistent with applicable law, University Employee Handbook, collective bargaining contract or University policy. I understand and agree that any misrepresentation or falsification regarding these certifications or time reporting may result in disciplinary action up to and including termination.”

Reminders

Your Payroll Team will continue to send general time-entry and approval reminders and instructions, and notify individuals who miss the deadlines. Although we understand that occasionally deadlines will be missed, repeated offenses may be subject to disciplinary action.

No more bulk approvals

Time approvers will no longer be able to Select All and approve multiple employee timesheets at one time. This ensures that time approvers review and confirm the dates, hours, and time reporting codes that are submitted. 

Time Approvers will continue to be able to Select All time for an individual employee and approve all hours submitted by that individual employee on the panel that shows the dates, hours, and time reporting codes.

Option to Deny Time

The option to deny time is no longer available. If time is inaccurate, instruct the employee to correct their timesheet. 

We’re here if you need us

Do you or your employees need training? We offer the following options:

• Open Time Entry and Approval forums will be held during the weeks of 9/19 and 9/26 to address your questions.
• Time Entry training is conducted weekly by Payroll & Operations Specialists and is available throughout the year.
• Time approval training for supervisors and managers is also available throughout the year on a weekly basis.
• On-demand access to UMS Academy recorded Time Entry Training and Time Approval Training modules is available at your convenience

Should you need more information please contact payroll@maine.edu.

Thank you for your cooperation and collaboration.

Sincerely,

Loretta B. Shields, SHRM-CP, PHR
Chief Human Resources Officer
University of Maine System

P13.C. LABOR DISTRIBUTION ADJUSTMENTS

Labor distribution adjustments processed July 1 thru July 14 will be pointed to FY2022 if they are for a payroll period that ends on or before June 30.

P13.D. OFF-CYCLE PAYROLL, VOID CHECKS

Voided checks and off-cycle payroll checks processed July 1 thru July 14 will be pointed to FY2022 if they are for a payroll period that ends on or before June 30.

The University of Maine System (UMS) is offering a voluntary Special Retirement Incentive (SRI) program to eligible AFUM and Non- Represented faculty members who meet retirement eligibility requirements. The voluntary Special Retirement Incentive (SRI) is designed to recognize our long-serving faculty while also helping to address the financial challenges UMS faces.

For details visit AFUM and Non-Represented Faculty Special Retirement Incentive - University of Maine System.

If you have any questions, please do not hesitate to contact your campus Human Resources office.

UMS Colleagues -

Congratulations on successfully finishing the fall semester -- our first semester back mostly in person since the pandemic first emptied our classrooms, labs, workplaces, and residence halls some 21 months ago. The only reason we've been able to stay together safely through the fall is due to your hard work, and it's time to recognize your efforts by giving you an extra break.

After consulting with your presidents and the Maine Law Dean, I've decided to recognize Thursday, December 23, and Thursday, December 30, as administrative holidays. With Christmas Day and New Year's Day recognized this year on Friday, December 24, and Friday, December 31, respectively, adding each Thursday as a day off allows for back-to-back four-day holiday weekends. I hope you'll enjoy this extra time away from the burdens of work with your loved ones -- and stay healthy doing it.

We had a similar schedule over the holidays last year, and like then, I want to recognize again that some among us will still need to keep working through these holidays -- to support students who will be living in our residence halls over the holidays, to maintain our university facilities and grounds, and to provide public safety, among others. Each of us plays an important part in carrying on our work in public service to Maine, and I hope you'll remember with gratitude, as I will, those who continue working even when we take some well-deserved time off.

University of Maine System HR leaders will be sharing additional information in the coming days about how to record your time for the upcoming holidays.

Thanks again for your hard work this semester. I wish you a happy and, perhaps as importantly as ever, a healthy holiday season.

Sincerely,
Chancellor Malloy
University of Maine System

Resources:

• Hourly Employee Time Entry Guide: How to Enter Time - Administrative Hourly Holidays

What is happening?
Beginning on Wednesday evening December 15th at 6 p.m., maintenance will be performed on the MaineStreet Human Resources (HR) systems, including Employee and HR Manager Self Service.

How long will it take?
The downtime for users is expected to be from 6 p.m. until 10 p.m.; 

Why is this work necessary?
PeopleSoft releases bug fixes and required regulatory patches quarterly. Staying current and fixing identified bugs benefits all users of MaineStreet HR.

What happens if the work is not successful?
Minor problems reported by testers during this window will be addressed immediately.  If significant problems are identified, the system would be rolled back to its pre-maintenance status.  

Important Items to Keep in Mind for November

Your Open Enrollment Packet Mails this Week!
The absolute best source of information and updates for Open Enrollment 2022 is your Employee Benefits Packet due to be mailed to your home this week. In this comprehensive guide to the Open Enrollment process, you'll find important details on available medical, dental, and vision plans, insurance offerings, and helpful tips on how to make your designations for next year with confidence via the Employee Self-Service portal, MaineStreet.

For more information, please see our 2022 open enrollment site here: https://sites.google.com/maine.edu/open-enrollment-2022/home 

Open Enrollment Webinars Available November 2 

Beginning November 2, you'll have the opportunity to join Open Enrollment webinars to learn more about how to complete the process well in advance of the November 24 deadline.  University of Maine System Employee Benefits Manager Karla Varnum leads these forty-five minute presentations designed to hit the highlights and answer your good questions. Pick a date that works for your schedule and don't miss these thirty minutes filled with tips to make Open Enrollment 2022 more convenient than ever.

All Sessions Begin @ 11 a.m., Register at https://sites.google.com/maine.edu/open-enrollment-2022/oe-2022-webinars!

Get Ready to Check 2021 Open Enrollment Off Your List! 

Remember, if you wish to keep all of your designations the same for 2022, you need do nothing at all during Open Enrollment. But, it's always a good idea to review the information, (You'll need to renew your FSA as per IRS requirements in any event), study any changes to determine best choices for you and your family, and make certain that your beneficiary designations are current as well.

What is happening?
Beginning on Thursday evening October 21st at 5 p.m., maintenance will be performed on the MaineStreet Human Resources (HR) systems, including Employee and HR Manager Self Service.

How long will it take?
The downtime for users is expected to be from 5 p.m. until 9 p.m.

Why is this work necessary?
PeopleSoft releases bug fixes and required regulatory patches quarterly. Staying current and fixing identified bugs benefits all users of MaineStreet HR.

What happens if the work is not successful?
Minor problems reported by testers during this window will be addressed immediately. If significant problems are identified, the system would be rolled back to its pre-maintenance status.

UPDATE:  The Memorandum of Understandings with Labor unions have expired so COVID Admin Leave for Hourly employees is not longer available effective January 1, 2023.

The Families First Coronavirus Response Act paid leave program ended September 30, 2021.  The previous guidance for pandemic leave is no longer in effect and is replaced by the following per Memorandum of Understandings with Labor unions:

As always, employees are encouraged to check the relevant sections of the web site for information particular to their needs as the University continues to respond to the COVID-19 pandemic.   

Contact your HR Partner for further details.