What?
The Repaving MaineStreet project is well underway! An exciting new feature of the Oracle Time and Labor module includes the ability to automatically pay hourly-paid employees shift differential, holiday pay, administrative leave, etc. in accordance with their collective bargaining contract. To prepare for the Oracle Cloud implementation, the project team is in need of employees’ normal/typical schedule. (i.e. Monday-Friday) and shift (8am-4:30pm).
Note: The default schedule/shift will be Monday-Friday/8am-4:30pm for full-time employees.
How?
Leading up to the Oracle transition, active employees' schedules and shifts will be tracked in Smartsheet. Smartsheet features include forms and reports used for capturing employees' information in a format that can easily be exported and uploaded to the Oracle database.
Employee "Update" request from Smartsheet
A feature of Smartsheet allows an email communication that includes a link to "Open request" which allows the recipient to select the shift/schedule for an employee.
Note: If an employee works a different schedule/shift in the next week, fill in the information for Week 2 in columns C and D.
If you receive a message from University Services Payroll with a request (via Smartsheet) for your normal schedule and shift. Please be assured that this was a legitimate request.
Department List via Dynamic View
A Dynamic View is available for department liaisons and/or HR Partners to update their department’s list of employees.
- Work Schedules for Oracle - HR Partners - Dynamic View (smartsheet.com)
- Work Schedules for Oracle - Department Liaisons - Dynamic View (smartsheet.com)
- Work Schedules for Oracle - Supervisors - Dynamic View (smartsheet.com)
- Supervisors interested in tracking their employees' schedules/shifts may fill out this form to request access: /servicedesk/customer/portal/13
Dynamic View Instructions
Click the download icon to save a csv formatted spreadsheet of your list.
Click on any row to open the Details panel to update a record.
Select the normal work schedule for Schedule 1
Select the normal working hours for Shift 1.
To email a form:
Input and/or change the date to today's date in Trigger Employee Update Form
Input and/or change the date to today's date in Trigger Supervisor Update Form
Note: If an employee works a different schedule/shift in the next week, fill in the information for Week 2 in columns C and D.
New employees will be added weekly. If an employee is no longer employed, you may ignore them; they will eventually be removed from the list.
When?
We ask that by the 10th of each month, the list be reviewed and updated so the data can be used for testing.
What’s next?
The project’s communication and training team will be in touch with much more information as we get closer to the target launch date of July 1, 2024. As part of the training, line managers (supervisors) and department time managers will learn how schedules/shifts can be updated in Oracle.
P13.C. LABOR DISTRIBUTION ADJUSTMENTS
Labor distribution adjustments processed July 1 thru July 13 will be pointed to FY2023 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 13 will be pointed to FY2023 if they are for a payroll period that ends on or before June 30.
NOTE
See payroll schedule for Off-Cycle processing: 1010.00 Payroll Schedule
ACSUM (COLT) and Non-Represented Hourly
Effective Date = 7.1.2023
3% Across the Board to Hourly Rates
Paycheck Date = 7.14.2023
AFUM and Non-Represented Faculty
Effective Date = 7.1.2023
3% Across the Board to base salary, rank minimums, lecturer longevity/promotion, chair stipends, and overload rates (Fall 2023)
Paycheck Date = 7.31.2023
UMPSA and Non-Represented Salaried
Effective Date = 7.1.2023
3% Across the Board to base salary
Paycheck Date = 7.31.2023
Service and Maintenance, Police, PATFA
These bargaining units are currently in active negotiations. Information will be communicated to employees and posted here as soon as agreements are reached.
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):
- From the MaineStreet Portal Menu, click Employee Self Service
- Click the Pay tile
- Click the View W-2/W-2c Forms menu item
- 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):
- From the MaineStreet Portal Menu, click Employee Self Service
- Click the Pay tile
- Click the W-2/W-2c Consent menu item
- Check the box: I consent to receive W-2 and W-2c forms electronically.
- Click Submit - this will bring up the Verification box
- Enter your MaineStreet Password
- 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.
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.
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 26th is the recognized University of Maine System (UMS) Christmas holiday. Chancellor Malloy with campus presidents, has decided to also include Friday, December 23rd as an administrative holiday, allowing for a four-day holiday weekend.
Resources:
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.
ACSUM (COLT) and Non-Represented Hourly
Effective Date = 7.1.22
2.5% ATB to hourly rates and 1 step increase
Any employee off step will receive a 2.5% increase to their hourly rate. Unit members at the top step for the appropriate wage grade for their classification or whose hourly rate exceeds the top step for the grade are not entitled to further step movement.
Paycheck Date = 7.15.22
Service and Maintenance
Effective Date = 7.10.22
2.5% ATB to hourly rates and new step placement only when current step is less than YOS/2 (rounded down)
Paycheck Date = 7.29.22
Police
Effective Date = 7.10.22
1% ATB to hourly rates and 1 step increase
Unit members at the maximum (highest numbered) step for the appropriate wage band or whose hourly rate exceeds the maximum for the wage band shall receive 3% increase.
Paycheck Date = 7.29.22
FY23 Wage Schedules: https://mycampus.maine.edu/group/mycampus//wages-and-compensation-schedules
Labor Agreements: https://www.maine.edu/human-resources/labor-relations/
AFUM and Non-Represented Faculty
Effective Date = 7.1.22
3% ATB to base salary, rank minimums, lecturer longevity/promotion, chair stipends, and overload rates (Fall 2022)
Paycheck Date = 7.29.22
UMPSA and Non-Represented Salaried
Effective Date = 7.1.22
3% ATB to base salary and 1.5% Cohort 2 Increase (Cohort 2 criteria: Not over salary band max; Years-of-Service (YOS) >=4 and hired in an even fiscal year, or already assigned to Cohort 2)
Paycheck Date = 7.29.22
PATFA
Effective Date = 9.1.22
3% Across-the-Board (ATB) to the Minimum Credit Hour Rates; 3% ATB to base salary for PATFA Reg
Paycheck Date = 9.30.22
FY23 Teaching Rates: https://mycampus.maine.edu/group/mycampus//wages-and-compensation-schedules
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.
Electronic Forms W-2 and 1095C (if benefits-eligible) are ready in Employee Self-Service! Please follow the instructions below to access the forms and don’t forget to allow pop-ups!
Form W-2
Follow these instructions to generate your Form W-2 (Through MaineStreet Employee Self-Service):
- From the mycampus.maine.edu employee portal MaineStreet menu, click Employee Self Service
- Click the Pay tile
- Click the View W-2/W-2c Forms menu item
- Click the Year End Form link to open a new window with your Form W-2.
- You must allow pop-ups!
- Print or save to a secure location (open in Adobe Reader if amounts do not align correctly).
While paper forms have already been printed and will be mailed to your address on record by the January 31st deadline, you may still opt out of receiving a paper 2022 Form W-2 (next year’s form). Instructions for Opting Out of Paper W-2s (Through MaineStreet Employee Self-Service)
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.
Form 1095-C
Follow these instructions to generate your Form 1095-C (Through MaineStreet Employee Self-Service):
- From the MaineStreet Portal Menu, click Employee Self Service
- Click the Benefits tile
- Click the View 1095-C Form menu item
- Click the Year End Form 1095-C Original link to open a new window with your Form 1095-C.
- You must allow pop-ups!
Paper Forms 1095-C will be mailed to your address on record by the January 31st deadline.
Questions:
For questions regarding the information on your Form 1095-C, visit 0710.90 Health Care Reform or contact the Employee Benefits Center at benefits@maine.edu.
Protect Your Data
Be vigilant against tax scams. 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 helpful information.
Your HR Operations Team
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.
Employee Benefits Updates
Open Enrollment 2022
Open Enrollment for 2022 is November 1, 2021 to midnight, November 24, 2021. Benefit elections will be effective January 1, 2022. Employee information packets will be mailed the last week of October in time to arrive for your reference in making any updates or adjustments beginning November 1, 2021.
More information: https://sites.google.com/maine.edu/open-enrollment-2022/home
2022 Flexible Spending Account Contribution Limits
FSA Healthcare limit remains $2,850.
FSA Daycare limit remains at $5,000
More information: 0710.60 Flexible Spending Accounts (FSA)
2022 403b/457b IRS Retirement Annual Contribution Limits
Contributions | 2022 | 2021 |
403b/457b Employee Elective Before-tax | $20,500 | $19,500 |
Age 50 Catch-up | $6,500 | $6,500 |
All Sources | $61,000 | $58,000 |
More information: 0740.00 Retirement Account Contribution Benefits
2022 UMS Wellness Program Changes
Be on the lookout for exciting changes to the 2022 UMS Wellness Program. Updated information will be posted as it becomes available: wellness.maine.edu
2021 UMS Wellness Program Level 2
Once you have successfully completed Level 1, employees and/or their spouses/partners can complete Level 2 sometime by November 30, 2021 to receive a $100 taxable incentive payment in their December 31st paycheck.
Maximum Annual Leave (Vacation) Carryover
Employees may carry over to the new year up to 40 days of annual leave.The maximum Annual Leave/Vacation balance that may be carried over is 320 hours (prorated for part-time). Salaried employees should report time expected to be used through 12/31 and time approvers should approve all salaried disability and annual leave time through 12/31 by the monthly payroll deadline.
More information: 0750.51 Paid Leave - Vacation or Annual Leave
2021 Form 1095-C Employer-Provided Health Insurance Offer and Coverage
The Patient Protection and Affordable Care Act (PPACA), health insurance reform legislation passed by Congress and signed into law by President Obama on March 23, 2010, requires employers to send a Form 1095-C to certain employees by January 31st of each year .
For employees working 30 or more hours per week or enrolled in healthcare coverage from UMS at any point in 2021, a 1095-C Form will be mailed by January 31, 2022, however MaineStreet Employee Self-Service may be available sooner. Stay tuned to email notifications. Visit Employee Self-Service to ensure your home/mailing address is accurate. Your Form 1095-C is not required to file your 2021 Income Tax Return.
More information: 0710.90 Health Care Reform
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
2022 Social Security Taxable Base Increase
Social Security payroll taxable gross will increase by $4,200 to $147,000 1/1/22—up from the $142,800 maximum for 2021.
More information: 1040.20 Tax Withholding
2022 Minimum Hourly Wage Increases
The minimum hourly wage for employees (including student workers) will increase to the State of Maine minimum wage of $12.75 effective January 1, 2022.
More information: 0520.30 Minimum Wage
Nonresident Taxation
2021 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
2022 Tax Withholding Adjustment for Nonresidents
The IRS is expected to update 2022 amounts that must be added to the wages paid to nonresident alien employees.
More information: 1040.30 Tax Withholding for Nonresident Aliens
2022 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 2022 updates are received or entered in MaineStreet by February 15, 2022.
More information: 1040.20 Tax Withholding