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IM/W-2 Employee Roster Instructions

General Information

1. Use Excel (or compatible) to complete the IM/W-2 roster form. The completed form should be emailed to Jessica.Hawkey@wisconsin.gov.
   
   
2. Each full time staff person who works on two or more programs and directly with clients should be included in the IM/W-2 roster. Program categories include, but are not limited to, W-2, Food Stamps, Medical Assistance, BadgerCare, Child Care, WHEAP (energy assistance program), Food Stamp Employment and Training, Refugee, Family Care, Wisconsin Attachment and Attachment, Workforce Investment Act, Relief Block Grant, etc.
   
   
3. Effective April 1, 2003, supervisors are not to be included on the IM/W-2 roster, unless they carry at least a 50% caseload. Also, directors and agency management that benefit the entire agency would not be included on the roster since their salary costs are included in the Agency Management Support and Overhead (AMSO) cost pool that is spread across the functional areas based on employee counts.
   
   
4. Effective April 1, 2003, part time staff who work on two or more programs in the IM/W-2 functional area should be included on the IM/W-2 roster. If two part time staff are job sharing, include the two individuals as one entry on the roster. In this situation, the “position” would be included on the roster since the position is a full time position.
   
   
5. If you have staff who work directly with clients in both the IM/W-2 and the social services functional areas, these staff should be included on the IM/W-2 roster only and excluded from the social services roster. The IM/W-2 RMS has been designed to collect effort related to social services.
   
   
6. Receptionists and clerical staff are not typically included on the roster of employees to be sampled. However, salaries and related costs associated with these positions are included in the IM/W-2 cost pool (or the AMSO cost pool or agency-wide services) and are allocated based on the RMS statistics related to the direct workers that were sampled.
   
   
7. Effective October 1, 2003, DWD is collecting actual work hours of staff instead of selecting a work schedule that best fits the employee. For each staff person listed on the roster, be sure to include their actual work hours. For flex schedules, do your best to give us an accurate representation of a typical schedule. It is understood that some staff do not work the same schedule each week so the sample sizes have been increased to ensure that sufficient valid responses are collected.
   
   
8. Although the RMS lunch schedule is from 12:00-1:00 and we do not sample during this time, staff DO NOT need to adjust their normal schedule to account for this.
   
   
9. The CARES ID is required to uniquely identify each person on the roster.
   
   
10. If you have a staff person who is out for an extended period of time (e.g., approved leave such as maternity or medical leave), please include this person on your roster and note in the comment section when they will be returning. We will enter them in the database, but not include them in the sample selection until they return. It is important to let us know as soon as possible if staff should be removed from the rosters so we do not sample them when they are no longer going to be employed. Once the sample is selected for the quarter and the quarter begins, we can not redo the sample selection.
    
    
11. If you have questions whether certain staff should be included, please call Jessica Hawkey at (608) 261-4892 to discuss.

Updating Quarterly Employee Rosters

Counties are required to update their IM/W-2 rosters each quarter. By the end of the first week of the 3rd month of the current quarter (March, June, September, December), DCF will send out a reminder email to update your IM/W-2 rosters. Each county can request a copy of the roster information currently in the RMS system. County roster revisions should be submitted to DCF no later than the 20th of the last month of the current quarter. Changes to the roster include removing employees who no longer meet criteria for inclusion, updating information for employees, e.g., telephone numbers, email addresses, office location, work hours, etc., and adding new hires and replacements. The following guidelines should also be followed for roster updates:

• Do not include vacant positions that meet criteria for inclusion on the employee roster if the position will not be filled during the first month of the next sample quarter.
  
  
• Identify on the employee roster any staff that will be out for extended approved leave (e.g., maternity leave, extended medical leave, etc.) during the next sampling period (quarter) and indicate the effective date and the date the person is expected to return.
  
  
• Identify staff that are retiring or leaving employment in the next quarter.
  
  
• If additional changes occur after you submitted your quarterly updates, but prior to the final week of the current quarter, notify Jessica Hawkey via email at Jessica.Hawkey@wisconsin.gov. The change will be incorporated prior to selecting the sample for the next quarter.
  
  
• You may also send updates any time during the quarter by including the change in an email to Jessica Hawkey.
  
  
• If no changes occurred to your roster, please send an email stating that, to the best of your knowledge, the roster is accurate. This email should be sent by the 20th of the last month of the current quarter.
  
  
• Please include the name, title, and telephone number of the person submitting the updated roster.
  
  
• If you are completing the roster updates electronically, please segregate deletions, additions, and changes to the roster information so the changes stand out.
  
  
• If you have a deletion during a quarter and the person was already in the sample, let us know if you fill the position during that quarter so we can continue to sample the position and collect valid information.