MCtime Tips

Posted on by Jeff Feiertag

A Pay Code Move is performed in the Totals & Schedule section.

  • Managers attempting to fix AWOL-related timecard issues should use follow the proper leave cascade order as outlined in the Cascade Leave Order PDF on the Tech Training Website.
  • Parental Leave will come over from Telestaff as Sick Leave – Parental. The employee may request to have the manager change this to any other type of leave, provided that it ends with – Parental (such as Annual Leave – Parental or Comp Leave – Parental) and that the employee has the balance to cover the use. This may not be done by the individual employee.
  • FMLA works essentially the same as Parental Leave and performed by the manager, but numbers to be used must be defined ahead of time with the 12th floor.
  • OT to CL3 (Comp Time @ 1.5 – for CA and below): Use all four boxes (code, date, time and transfer codes).
  • OT to CL2 (Comp Time @ 1.0 – for BC and above, as well as any person at CA and below on a standing union committee): Use all four boxes (code, date, time and transfer codes).
  • HDP to CLH (Holiday Pay to Comp Leave Holiday): You should not input transfer information, but you should check all three other fields.
  • Never select a leave type including the word Unscheduled. Since leave comes in from Telestaff, it is scheduled.
  • A move does not have to be for 100% of the time. Your employee may split hours (e.g., employee works 24 hours OT and wants 4 of it as CL3).
  • If you see a negative number in the Totals & Schedule section for one of the items involved in the Pay Code Move, you probably have an error.
  • Never correct a Pay Code Move with another Pay Code Move. If you made a mistake, switch to the Moved Amounts tab and right-click the item in question to delete it.
  • If a manager is going to make a change of one type of parental leave to another type of parental leave for an employee (typically done as a Pay Code Edit by the employee), it should be done as a Pay Code Move. The same applies for FMLA leave.

Court

If you are trying to input court time in your timecard, use your home Cost Center and the Reason Code should be FRS063TC.

Overtime

Overtime does not import from Telestaff and must be added into the timecard. Every OT entry must include both Cost Center and Reason Codes, unless the OT is performed as part of a grant, in which case the employee will use Project Task, Expenditure and Reason Codes.

Reason Codes

If you are working on a project, the project manager/coordinator should tell you what code to use. If you are putting in OT in the field, the reason code to use comes from answering the question, “Why was I hired for this task?” The answer is found in Telestaff. (Note that this may be different from what you actually rode when you got to the station, but we still base the reason code on why you were hired.) Some examples are:

  • If you were hired to be an officer, use FRS060OF.
  • If you were hired to be a paramedic, use FRS060PM.This includes the AFRA position (unless you’re not a paramedic).
  • If you were hired to ride third on the engine or any typical FF backfill, use FRS060FF.

Personal Leave

Per FCGO 2017-08:

  • Uniformed Personnel Who Compete for Leave Slots: Wait for the annual or comp leave to import into MCtime from Telestaff and then the manager should perform a pay code move to Personal Day.
  • Uniformed Personnel Who Do Not Compete for Leave Slots: Select Personal Day-Other in Telestaff.
  • Notes:
    • Personal days must be taken in whole-shift increments (e.g., a 24-hour shift for the field, 12-hour shift for FEI and 10-hour shift for dayworkers).
    • Personal days expire at the end of the calendar year.
    • Civilians should simply click the drop-down arrow in the MCtime Pay Code field to switch from Hours Worked to Personal Day.

 

Sending Employment Verification

Posted on by Jeff Feiertag

How to Pull Employment Verification

If you would like to receive a letter (or send one via e-mail to another party) to verify your employment, please follow the instructions below.

  • Choose Employee Self Service (ESS) and then click the blue Go To Employee Self Service button on the next screen.
  • Click to expand MCG HR Employee Self Service and then click Employment Verification from the menu that appears.
  • Determine what details to share:
  • Employment Information (includes personal information, assignment and period of service details)
  • Employment and Salary Information (includes personal information, assignment, period of service and salary details)

    Note: The verification will only show the employee’s base salary.  If the employee has overtime, pay differentials, lump sum awards, longevity, etc., the employee will need to provide the requester with copies of payslips, W-2s, etc.

  • Fill in the Recipient Information section.
  • To: Type the e-mail address where you would like the link to the information sent.
  • Reply To: Note that your county e-mail address will load automatically.
  • Expires In: Type the number of days would like the link to remain active.
  • Visits: Type the number of times you would like the link to be used in total.

Note: The link will expire when the expiration date has been reached or the total number of visits has been reached, whichever comes first.

  • Click the Continue button.

Note: The next screen will show you the information that will be provided to the recipient.

  • Click the Submit button, found at the lower-right corner of the page.

Note: On the following screen, you may get a warning message, asking you if you want to release the information to the e-mail address listed. This serves as one final form of verification since the information may be sensitive. Click the Yes button if you would still like to proceed.

  • Click the logout link at the top-right corner of the screen once you see the conformation message which tells you the link has been sent.

 

Online Payslip Description

Posted on by Jeff Feiertag

The Online Pay Slip can be accessed through ESS (Employee Self Service) through the county’s eportal, Montgomery County, MD ‐ Employee Portal. This is a web based form. The slips will be available for review one day before payday.

The Header Section (1)

This Section displays the employee’s personal information, such as Name, Address, Hire date, Assignment Number, as well as Job and Position within the County.

**When calling in about your record, please have your Employee Number readily available. This is the Identification number being used instead of your Social Security number for security purposes. **

There is also the ability to navigate to other pay slips as the history is available, by clicking the drop down arrow in the “Choose a Payslip” field, from check date 1/14/2011 going forward.

The “Pay Period and Salary” Section (2)

This section outlines the period in which the advice is reported for.

The “Summary” Section (3)

This section reflects a quick synopsis of the employee’s gross‐ net‐pay, the deductions are broken down by three categories, Pre‐tax, Taxes, and Deductions, or post‐tax, then finally the net pay amount.

The “Hours and Earnings” Section (4)

This section outlines the different hour types and the pay related to each element. The descriptions have changed some and there are new line items for any Pay Differentials and/or Longevity. Please refer to the resource document on the web, Transform Montgomery County Government, labeled Earnings Reference and Deduction Reference for the Pay Statements. Previously, the pay slips reflected only the current hours and dollar amounts. The new pay slips also reflect the YTD (Year‐to‐date) totals for hours and dollar amounts.

The Deduction Section (5)

The Deduction section is broken down by the type.

Pre‐tax deductions generally are the Benefits type of deductions; Health Ins, Dental Ins, Prescription, Vision, Retirement, Flexcare Account deductions and Due County Pretax.

Post‐tax deductions are other voluntary and involuntary deductions; Life Insurance, Union dues, Disability, Wage Attachments, and Due county.

The Taxes section reflects the amount of required tax deductions for Federal and State. Please note that if an employee has elected to have an additional dollar amount deducted for Federal and/or State, that amount will be included in one line. Previously this was a separate line item. Similarly, Local Taxes will be included in the State Tax amount.

Previously, Credit Union was processed as a deduction and reflected as such. This will now be processed as a Direct Deposit and will be reflected in the Net Pay Distribution section. The Credit Union will be listed under Bank Name as MCEFCU Bank.

The Descriptions have also changed; FICA will now display as Social Security, and FICA Med will read as Medicare. Please see the Resources document for further details: Transform Montgomery County Government ‐ Payroll.

The Accruals display the leave balances. The Current column shows the amount of hours that have been accrued during the pay period. This section does not reflect the hours actually taken for the period, or any adjustments made as a correction.

The Tax Withholding Information Section (6)

This section displays the Tax Exemptions, and any additional amounts, that an employee has elected when they completed the Federal W‐4 and the State Form. Any future changes to this information can be made through the ESS (Employee Self Service) for employees who have an AD Account, or through the OHR Web page for the forms.

**Be aware that if an employee lives outside the State of Maryland, both states will be reflected in this section; the state of residence and the state of employment. Generally, it is the taxes for the state of residence that is deducted.

The Net Distribution Section (8)

This section displays the direct deposit information for the net pay of the pay slip. The account information only displays the last four (4) digits of the account. The Account Type is either S for Savings or C for Checking. The process to make any changes to direct deposit information remains the same. Complete the Direct Deposit Authorization form and submit it to the Payroll Department.

** Please note that the Credit Union will no longer be a deduction and will be treated as a direct deposit, which will be reflected in the section. The Credit Union will be listed under Bank Name as MCEFCU Bank.**

The TP Pay Distribution (9)

The final section is TP Pay Distribution. This section is not being used by Montgomery County. No information will display here.

Questions? Create a SHIP ticket or call the Help Desk (240‐777‐2828) and they will create a ticket for you.

Understanding Your Payslip

Posted on by Jeff Feiertag

Background

Recent changes in Oracle now mean that an employee’s differential pay will change, based upon his/her number of scheduled hours to work. Previous calculations were based upon 96 hours across the board, whereas the new calculation changes, relative to 72/96/120 hours.

Scenario A – 96-Hour Employee, No Differential, No MIS

The typical 96-hour employee with no MIS has a simple payslip.

Straight 96 Non-MIS and No Differential Hours Hourly Rate Total
Straight 96 Gross 96 21.093 $2024.96

Scenario B – 96-Hour Employee, Medic Differential

This example is calculated on an annual base salary for a Firefighter III, Step E, $52,649.

The Regular pay rate equals the yearly annual base salary divided by the number of yearly scheduled hours (2496). The total equals the Hourly Rate multiplied by the number of scheduled Hours Worked (72, 96 or 120).

The medic differential is listed separately (FM code). The hourly rate for the differential is derived by dividing the total differential ($7,951) by the total hours scheduled to work in a year (2496). Total equals the Hourly Rate ($3.185) multiplied by the number of scheduled Hours Worked (72, 96 or 120).

The examples below illustrate the 120, 96 and 72 hour pay cycles with the differential.

120 Cycle Hours Hourly Rate Total
Regular 120 21.093 $2531.16
Pay Diff FM 120 3.185 $382.20
Sub-Total before MIS Pay Back $2913.36
MIS Pay Back 24 24.279 -$582.70
120 Cycle Gross $2330.66

 

72 Cycle Hours Hourly Rate Total
Regular 72 21.093 $1518.70
MIS ADVANCE 24 24.279 $582.70
Pay Diff FM 72 3.185 $229.32
72 Cycle Gross $2330.72

 

96 Cycle Hours Hourly Rate Total
Regular 96 21.093 $2024.96
Pay Diff FM 96 3.185 $305.76
96 Cycle Gross $2330.69

Scenario C – Multiple Differentials

If you are someone who earns multiple differentials (e.g., medic and HazMat) in the same pay period, you will see the differentials listed separately on your payslip.

Please see the Payslip Codes PDF for a list of various line items which may appear on your payslip. Within the document, you will see a breakdown of what appeared on ePayAdvices prior to our implementation of the Oracle Payslip module.

Scenario D – Imputed Income

Some personnel have seen a new line item, Imputed Income. (On previous pay stubs, this was listed as Over 50K.) According to the payroll department, the IRS requires you to be taxed on the value of employer-provided group term life insurance over $50,000. The imputed income is provided to calculate your taxable gross and not your actual net pay.

MCFRS Tech Training Refresher – Using PCAP for Officer Tasks

Posted on by Jeff Feiertag

Answering Common Questions from Station Personnel

Here are responses for two questions commonly asked by field personnel:

Question: Why didn’t my officers receive a supervisor endorsement? Why is my officer unable to
submit an endorsement for my vacancy application?
Answer: The officer’s e-mail address was incorrectly entered in the References section of the
application.

Question: Why haven’t I been promoted to FFII/FFIII yet, even though I have met the
requirements?
Answer: If the candidate’s qualifications were just recently met, please note that (s)he may need
to wait a few weeks for the promotion to be reviewed. It is also possible that the candidate’s
annual certification dates may not yet have been entered into PCAP.

MCFRS Tech Training Refresher – Using PCAP for Officer Tasks

Posted on by Jeff Feiertag

Endorsing Personnel (Adding Positive or Negative Comments to Their Applications)

  • Find the Admin Tasks menu (only available to officers and administrative users) and select
    Endorse Staff.

menubar - Admin - Endorse

  • Select the appropriate individual from the list and click the Next: Endorse Staff button.

Endorse1

  • Verify that you have chosen the correct staff member.

Endorse2 - Comments

  • Find the Endorse this Staff option and select either Yes or No.
  • Type some comments to justify your selection. Note: There is no spell-check available so you
    may want to copy and paste from Microsoft Word after using spell check there.
  • Click the Submit Endorsement button. It will be saved in the system and you may either
    logout (using the Logout button at the top-right of the screen) or move to another system
    task.

MCFRS Tech Training Refresher – Using PCAP for Officer Tasks

Posted on by Jeff Feiertag

Certifying Personnel (Adding Certifications to Their Files)

  • Find the Admin Tasks menu (only available to officers and administrative users) and select
    Certify Staff.

menubar - Admin - Certify

  • Enter information in one or more search boxes and click the Search button. You may use an
    initial to broaden your search and you may also search only by rank if you prefer. Wide
    searches will produce longer lists; use the numbered page links at the bottom-right of the
    page to advance from one page to another.
  • Select the individual for whom you would like to add certifications and click the Next: Issue
    Certifications button.
  • Click the Enter New Certificate/License button to add a new entry to the list. If you
    would like to change an existing entry, click the Edit button in the appropriate row. To delete
    a certification, input an expiration date in the past for the individual row.
  • Select the appropriate certification from the certificate/license name drop-down list and input/change the related
    dates. By default, the issue date will be the date you input the new certification and you may
    change the entry to reflect the true date of certification.
  • Click the Insert button when you have finished the entry. It will be saved in the system and
    you may either logout (using the Logout button at the top-right of the screen) or move to
    another system task.