Every Pay Period (including supplemental payrolls):
Retirement Accounts - Upon completion of payroll, retirement reports are requested or auto-generated from IT.After receiving the reports, update the journal voucher (JV) and reconcile to the general ledger (GL).Fund the retirement accounts, scan JV and appropriate backup documents to the retirement folder, and share with Finance.Review retirement GL accounts on monthly basis to ensure accuracy
If an employee's paycheck is cancelled or reissued process a refund, as needed
Garnishments - When a new Garnishment/Order/Tax Levy comes in scan the documents that were received as well as the last paystub (if current employee) and send to University Counsel. After University Counsel reviews and advises when garnishment should begin and the amount to be withheld update the spreadsheet, notify Benefits Analyst, and send documents to imaging.
Every payroll, confirm that garnishment amounts on payroll deduction register match the garnishment spreadsheet, print check requests and email to Finance, update letter that will be provided by University Counsel, mail checks and send copies of letters, checks, and check requests to University Counsel and imaging
Child Support - Upon receipt of an IWO (will received via email when an update has been made to the Arkansas OCSE website). Look over the new postings for any A-State employees. If there is an A-State employee update the Child Support spreadsheet and notify the Benefits Analyst
Every payroll, confirm child support amounts on payroll deduction register and match those to the child support spreadsheet. Go to the OCSE website and submit the payment
University Accounts - Enter totals from payroll deduction registers to applicable accounts on spreadsheet.Print and distribute corresponding JVs, check requests and deduction registers from the spreadsheet.Mail/distribute checks
Monthly:
Reconciliations for -VALIC, TIAA, Salary, and Benefits, Health Care (from Associate Vice President for Benefits)
Retiree Draft -Bank draft set-up on Centennial Bank website and verified by Payroll.Make all adjustments needed (changes, deletions, additions) to the Retiree Draft spreadsheet and to the bank website, making sure the totals balance.Adjustments may come from Human Resources or directly from the retiree
Dental, Vision, USAble (Cancer) -Reconcile invoice obtained from benefits website to monthly payroll deductions (report run from Argos).Remit payment via benefit website and print .pdf copy of receipt to be included with journal voucher to Controller's Office.Review GLs on monthly basis
UNUM - Report generated by Selerix on monthly basis for all UNUM accounts and compared to monthly payroll deductions (report run from Argos).Once reconciled, enter totals for employee count, volume and amount into current month journal voucher spreadsheets.Remit payment via UNUM website and print .pdf copy of receipts to be included with journal vouchers to Controller's Office
As needed:
Benefit Premium Collections -Compose letter/email to employee outlining premiums due, with instructions on how to remit payment. Call, email and/or send correspondence to the employee. Follow-up and track as needed to ensure payments are remitted. If employee is terminated and fails to remit payment, send copy of letter to the Treasurer's Office for future collection
Other duties as assigned
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