Carnegie Mellon University CMUWorks Service Center Update Administrative Leadership Group January 28, 2016

CMUWorks Service Center Update Looking Back & Moving Forward Looking Back on 2015 The Launch and 1 st Anniversary 2015 Performance Metrics Moving Forward in 2016 What to expect during Tax Season Goal: 100% Compliance

CMUWorks Service Center | Looking Back on 2015 The Launch and 1 st Anniversary In 2015: Resolved 21,203 cases Handled over 4,200 incoming phone calls Reviewed over 1,600 hire business transactions Assisted with over 3,500 successful onboarding processes 187 Pay Runs executed out of Workday (Avg of over 15 pay runs per month) resulting in 13,520 W-2’s was a productive first year We thank you for your collaboration and support!

CMUWorks Service Center | Looking Back on 2015 Performance Metrics via ServiceNow In 2015, nearly 26,000 cases were opened (Service Center and HRIT)

Performance Metrics via ServiceNow In 2015, the CMUWorks Service Center Team resolved 21,203 cases CMUWorks Service Center | Looking Back on 2015

Performance Metrics via Service Now Inquiries / Cases were well-distributed across topics

CMUWorks Service Center | Looking Back on 2015 General Phone Line Metrics Nearly 12,800 incoming calls were received Over 4,200 incoming calls here handled Average of three (3) individuals answering general phone line **Numbers do not include calls directly to Advisors

CMUWorks Service Center Update Moving Forward in 2016 What to Expect during Tax Season Forms W-2 and 1095-C Goal: 100% Compliance Hire Business Transactions Form I-9 Social Security Numbers 8

What to Expect during Tax Season 2015 W-2 tax forms will be mailed by January 31, 2016 Available electronically via Workday to current employees 1095-C is a new IRS reporting requirement Contains important health care coverage information Needed to complete your 2015 tax filings 1095-C will be distributed following same timeline as tax form W-2 Not available on Workday CMUWorks Service Center | Moving Forward in 2016

Compliance is a Campus-Wide Effort In 2016, we ask the campus community to help us with three (3) components of HR / Payroll compliance: Hire Business Transactions Form I-9 Social Security Numbers

Department involvement is the most important factor in achieving timely and successful onboarding!!!! CMUWorks Service Center | Moving Forward in 2016

Hire Business Transactions The hiring process should go through all approvals prior to the start date. Late Hiring Causes: Delays / Confusion in onboarding process (delayed Andrew ID access) Compliance issues with employment eligibility (Form I-9), the Department of Labor (pay), and the IRS (taxation and benefits) Delayed compensation and increased effort to process pay What you can do: Discuss onboarding steps and employment requirements with new hire Delay the hire until all required documents / information is available (e.g. proper/valid identification is not yet with the employee)

CMUWorks Service Center | Moving Forward in 2016 Compliance: Form I-9 Per Federal law, the Form I-9 must be completed within three (3) days of the employee starting work. CMU Overview / Problem Statement Rules and Regulations for I-9 Seasonal Employees Violations & Penalties Mitigation / Monitoring Activities

CMUWorks Service Center | Moving Forward in 2016 Social Security Numbers All individuals (including foreign nationals) working in the U.S. must provide a SSN to their employer. Non-compliance results in: Fines and other penalties on the University for non-compliant wage reporting Possible misinformation reported on the employee’s tax form W-2 Employee cannot make tax elections or set up direct deposit in Workday What you can do: Reiterate this requirement to new hires and employees (Employees without an SSN should apply for one ASAP)

CMUWorks Service Center | Moving Forward in 2016 Hire Information Worksheet “Checklist” to assist Hiring Managers with non-system required items to onboard new hire.

CMUWorks Service Center | Moving Forward in 2016 Questions?