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Announcements for HR February 5, 2009: W-2 statements that had to be reprinted because of issues with either box #10 or box #11, have been delivered to the post office. Employees should begin receiving these updated W-2 statements over the coming days. Also, we have received calls from some employees explaining that when they attempt to e-file their tax returns they receive invalid employer tax identification errors. We followed up with the IRS (view the IRS letter) and they confirmed that our employer tax identification number is correct. The e-file problem seems to be associated with those individuals who are attempting to use the service via the Internal Revenue Service website. As a reminder, employees in agencies that went live with BEACON in the second go-live group (April 2008) will receive two W-2 statements, one generated from the Central Payroll System and another from the new system, for the 2008 work year. It is important to note that these W-2 statements have two different tax identification numbers, and as such, employees must report both numbers on their tax returns. The BEACON Enterprise Support Team February 3, 2009: We wanted to make you aware of the following items. Please share with your staff and timekeepers. The 2008 time entry "wall" is going up mid February. In other words, any time entry corrections for 2008 will have to be sent to BEST Shared Services after mid February. (As soon as we know the exact date, we will let you know.) The only employees who should be negative time recording are those who meet all of the following conditions: are full-time, exempt from overtime, always work a standard work week of M-F, 8 hours a day, and do not exceed 40 hours. All others should be positive time recording. Employees who work extended duty must be positive time recording retroactive to April 1, 2008. Please make any time entry corrections for these employees before the wall goes up in mid February. The system was not configured to roll over part time employee excess vacation. You must manually move the excess vacation to sick leave. Example: a 20 hour employee's vacation balance cannot exceed 120 hours on January 1, 2009. For a 30 hour employee, the maximum is 180 hours. You must make the manual quota corrections for these employees. BEACON will have this configured to happen automatically next year. When employees are called back whether physically (9516 -callback) or remotely (9511 - remote call back), the time should be entered in actual minutes/hours worked. The system has been configured to grant the guaranteed 30 minutes for remote call back and the guaranteed two hours for call back. This applies to subject employees; exempt employees also record actual time worked but do not receive the guarantee due to their FLSA exemption. Please review your employee time records and adjust accordingly. Please have this fixed before the wall goes up. Information on Adverse Weather is forthcoming. Thanks for all you are doing!!! February 2, 2009: Agency HR and Payroll Contacts, We have discovered a couple of issues with the recently mailed W-2 statements: Some employees participating in dependent care reimbursement may notice that the dollar amount shown in box #10 on the W-2 does not appear. Some employees may notice a dollar amount in box #11, which identifies distribution from a non-qualifying plan. This box should be blank. In either case, revised W-2 statements will be generated for impacted employees and be distributed as soon as possible. The BEACON Support Team Announcements Archive

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DHHS Division of Human Resources
2001 Mail Service Center
Raleigh, NC 27699-2001
Phone: 919.733.2940

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