Office Memorandum

Date: January 11, 2018

To: Agency Payroll, HR and Accounting Coordinators Staff, HR Directors and Designees

From: Mary Muellner, Director, Statewide Payroll Services

Subject: SEMA4 Estate Data Page Changes and Policy & Procedure PAY0036 Death of an Employee Updates

Required changes to the SEMA4 Estate Data page have been made to help users process estate data payments. The result of these changes should eliminate problems that occur when processing multiple payments to different recipients.

Estate Data processing reminders:

·  Payments can only be made to one recipient.

·  Only one 1099-MISC is issued. Issuing one 1099-MISC is not a change.

·  For estates with multiple recipients, the use of a Federal Employee Identification Number (FEIN) is required.

·  When there are multiple recipients to an estate, the payment needs to go to the estate personal representative. The estate personal representative is responsible for dispersing the monies to the eligible recipients.

·  A 1099-MISC is issued to the estate and sent to the estate personal representative.

The SEMA4 Estate Data page includes the following changes:

·  Any information entered on the Estate Data page cannot be changed after it is saved.

·  Any corrections to the Estate Data page will need to be requested from the Payroll Tax Accountant, Mike Persons in Statewide Payroll Services.

·  New text has been added:

“A single 1099-MISC is issued. Estates with more than one recipient must apply for a Federal EIN with either the Social Security Administration, or the Internal Revenue Service.”

Death of an Employee policy and procedure:

Updates have been made to the following policy and procedure:

·  Operating Policy and Procedure PAY0036, Death of an Employee

SEMA4 Help has been updated.

Questions? Agency Payroll, HR and Accounting staff contact:

·  Erin Gregory at 651-201-8077 or

·  Mike Persons at 651-259-3606 or

PLEASE SHARE THIS INFORMATION WITH APPROPRIATE AGENCY STAFF

658 Cedar Street  400 Centennial Office Building

Saint Paul, Minnesota 55155

An Equal Opportunity Employer