1 State of Connecticut Core-CT Project HRMS Users Group Meeting April 12, 2006.
1 State of Connecticut Core-CT HRMS Users Group Meeting January 15 & 16, 2008.
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Transcript of 1 State of Connecticut Core-CT HRMS Users Group Meeting January 15 & 16, 2008.
2
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
3
Welcome
Since We Last Met . . .
• Fiscal Year End• Mass Salary Changes• PeopleTools Upgrade• Maintenance Packs 4-8• Tax Updates and Calendar Year End Processing
4
Legacy Data Migration
BOSS Time & Attendance Data
• Currently resides on a VAX (declining platform)• Data retention policies are under review • One option under consideration is to move some of the
data to EPM• Please Complete the Survey – to help us determine
what data agencies need
5
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
6
Payroll Update
Additional Pay Processing Notes
• Hint: Use end dates rather than goal amounts for each earnings type used.
• Hint: Make a habit of reviewing Job Data Override on any employee who has transferred from another agency and for whom you are making an additional pay entry.
7
Payroll Update
Additional Pay Processing Notes, Continued
Existing Historical Record On Additional Pay Page
8
Payroll Update
Additional Pay Processing Notes, Continued
As this screenshot exemplifies, an override combo code was attached to this additional pay transaction.
9
Payroll Update
Additional Pay Processing Notes, Continued
Current Action: Add new row, effective date, addl seq, end date, and earnings
amount (check ok to pay).
10
Payroll Update
Additional Pay Processing Notes, Continued
The system brings back the last action on the job data override which in this case is a combo code from the 2004 row and the previous employer. Delete this combo code and override with another combo code specific to your agency or let the combo code default from position data.
11
Payroll Update
Additional Pay Processing Notes, Continued
FINAL COMMENT:
• Load of Longevity amounts – Goal amount is used with intent to ensure that employees on leave will receive payment upon return from leave.
• Be wary of check reversals!
12
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
13
Human Resources Update
Social Security Numbers
Social Security Numbers:
• Be cautious when entering the SSN in Personal Data
– May create employee number errors
• When correcting a SSN
– Notify your payroll and benefit personnel of correction
– Creates premium carrier discrepancies
14
Human Resources Update
FLSA Status
• FLSA Status (Fair Labor Standard Act) is defaulted in from position or if changing job code defaults in from job code setup.
• FLSA Status and FLSA Period in Days– No FLSA = N/A– Nonexempt
• 171 – Law enforcement• 80 – Health care worker physically working in a hospital• 40 – All others
16
Human Resources Update
FICA Status
• FICA Status (Federal Insurance Contribution Act) is located in Job Data on the Payroll tab
• Status is used to indicate FICA deduction type:– Subject - full deduction– Medicare Only - partial deduction– Exempt - no deduction
18
Human Resources Update
HR Tickets
Tickets:• Do not assume we are aware of an existing problem
• Log a ticket so we can determine if a problem exists and have an opportunity to resolve it
• Contact the Help Desk at 860-622-2300 or [email protected]
19
Human Resources Update
Action/Reason Codes
Action – Reason usage in Job Data• Action – Position Change• Do not use Position Change in Job Data. This action
code is only to be used in Position Data.
20
Human Resources Update
Probationary Date
Probationary Date:• Reflects the TRUE working test period end date.• Example: Connecticut Careers Trainee.
•One to three years training period. •Probationary Date field reflects length of training not the six-month WTP date.
• This field does not trigger leave accruals. Must set up leave plans with correct effective date.
21
Human Resources Update
Maintenance Pack Changes
Job Data
• Position Description is now always visible.
22
Human Resources Update
Navigation Tips
Searching in Core-CT• “Find” button is
located in:– Position Data– Job Data– Personal Data
25
Human Resources Update
Current Training Classes
Job Data and Position Data training classes:
• Job Data is full days• Position Data is half days with help labs available after
the training class• If classes are full, ask your Agency Training Coordinator
to put you on a waiting list.
http://www.core-ct.state.ct.us/training/identify/Default.htm
26
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
27
Time and Labor Update
Leave Plans
No one should be using the conversion plans:• Sick - CNVDFS
• Vacation – CNVDFV
• PL - CNVDFP
28
Time and Labor Update
Leave Plans, Continued
Daily Mail dated 12/20/07:
• If entering more than one effective dated row for a particular leave plan, you MUST save the rows as you enter them.
• Enrolling Employees in Leave Plans job aid updated with new instructions.
29
Time and Labor Update
Leave Plans, Continued
Example:
An employee will be on maternity leave from
December 12, 2007 until March 2, 2008 and you want
to ensure that no accruals are awarded during the
leave. The employee is currently enrolled in the
V80AXW plan.
30
Time and Labor Update
Leave Plans, Continued
Steps:
1) Enroll the employee in the VNOACC plan effective December 12, 2007
2) SAVE the row
3) Enroll the employee in V80AXW leave plan effective April 1, 2008
4) SAVE the row
31
Time and Labor Update
Alternate Work Schedules
• Time in each week should be entered exactly as worked
• No overtime paid for hours charged to REG
• Overtime should be entered as it should be paid when the hours in each week differ.
33
Time and Labor Update
Working Conditions Stipend
• New process• For payments across bargaining unit• All members of the bargaining unit receive
payment• Agency deletes exceptions• Contact Belinda Thibedeau
35
Time and Labor Update
Time and Labor Labs
• Labs to be offered by agency or topic• Content to be determined by agency users• Bring problems/issues to be resolved by Time
and Labor team member• Can be held at agency (need room with Core-
CT access)• Contact Gail Robbins to schedule labs
36
Time and Labor Update
Time and Labor Training
• Training for new users has been developed• Can be modified for agency specific issues• Delivery starting in January• Need 5-8 participants per class• Can be held at Core-CT or agency (need room
with Core-CT access)• Contact Gail Robbins to schedule classes
37
Time and Labor Update
Self Service Agencies
Employees at max for vacation:
• To avoid losing accrual employee can post time in future
• Only have access to post time to current pay period and next one
• Employee is able to use more time than entitled to
41
Time and Labor Update
Self Service Agencies, Continued
Agency Resolution:
Leave Accrual Balance Report
43
Time and Labor Update
Upcoming Tasks
• Looking at rule programs
• Some rules not being used by Workgroup
• Some rules not working as intended
• Some missing rules
• Contact Karen Angell
44
Time and Labor Update
Upcoming Tasks, Continued
• Can begin looking at Schedules
• All schedules will be renamed
• Rotating Averaging schedules impacted (Relative Start Date)
• Will update employee records centrally
• Contact Patti Maneggia
45
Time and Labor Update
Contact Information
[email protected] 860-622-2262
[email protected] 860-622-2020
[email protected] 860-622-2185
[email protected] 860-622-2583
46
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
47
Benefits Update
Remittance Process
• Employee premium payments for health and life insurance are calculated monthly. – Process runs after the final payroll confirm for the month.
• Payment is calculated by the employee’s enrollment at the time the remit process is run. – Benefits calendar to be issued in the near future
• Timely processing is necessary to ensure accurate payments to the carriers.
48
Benefits Update
Remittance Process, Continued
• Remit process will retroactively adjust one month to account for changes to coverage.– Agencies must contact OSC Central Benefits Unit for approval to
process changes beyond sixty days.
49
Benefits Update
Payment and Discrepancy Report
• Payment and Discrepancy Report (CTBNR259)– Agencies should utilize the report to monitor monthly payments
to the carriers. Employees who have had changes to coverage and/or status must be reviewed.
– Automatically sent to agencies after the remit process runs– Report has three PDF files:
• Payment Report - Lists all employee premiums paid and credited to the carriers for the current month.
• Discrepancy report - Lists employee discrepancies based on the employee’s status and/or coverage level.
• Totals Report - Lists payment report totals for each health and life vendor.
50
Benefits Update
Discrepancy Auto Query
• Agencies will receive an auto query after the remittance process has run for the month.
• The query will list all employees who have a discrepancy in their employee and/or state share amounts.
• Agencies must review each employee discrepancy and take corrective action if necessary.
• Agencies should compare discrepancy reports month to month.
51
Benefits Update
Discrepancy Auto Query, Continued
• Examples of discrepancies:– Late payments in benefits billing– Retroactive coverage changes– Missed payroll deductions– Employees who are paying back an arrears amount
52
Benefits Update
Carrier Warning/Discrepancy Lists
• Agencies are responsible for reviewing the carrier warning/discrepancy lists each month.
• Each employee record must be reviewed in Core-CT and corrected if necessary.
• Each employee must be reviewed on the payment report to ensure that the carriers have been properly paid.– Contact OSC Central Benefits Unit for employees who remain on
the warning list for more than one month.
• Agencies must respond back to the carrier in a timely manner as to the status of each employee on the warning/discrepancy list.
53
Benefits Update
Carrier Warning/Discrepancy Lists, Continued
• Class coverage discrepancies account for a majority of the total carrier discrepancies.
• The Core-CT enrollment record should match the carrier enrollment record to ensure proper premium payments.– Dependents who are deemed ineligible by the carrier should be
reviewed by the agency and if necessary, corrective action must be completed.
– Overage Dependent Query – Identifies dependents reaching age 19.
54
Benefits Update
Carrier Warning/Discrepancy Lists, Continued
• Importance of reviewing discrepancies:– Under/over premium payments– Under/over employee shares– Non-compliance with federal COBRA regulations
55
Benefits Update
COBRA
• Agencies must issue a COBRA Notice within fourteen days of a COBRA qualifying event.
• Verify the employee’s and/or dependent’s address prior to processing the COBRA qualifying event.
• Once the event is processed, the agency should generate the COBRA notice the following day.– Contact OSC Central Benefits Unit if you are unable to generate
the COBRA Notice.
56
Benefits Update
Termination for Non-Payment (TNP)
• Agencies must follow the procedures outlined in the Office of the Comptroller’s Memorandum 2007-08, Section G .
• Certified letters must be sent to employees before processing TNP events.– http://www.core-ct.state.ct.us/user/hrjobaids/ben/default.htm
• Notify the OSC Central Benefits and Group Life Units of all TNP events processed. – Carrier payments need to be adjusted.
57
Benefits Update
Termination for Non-Payment (TNP), Continued
• Agencies should process all TNP events in a timely manner to avoid creating a liability to the State.
• Charges for billing periods when an employee has been terminated for non-payment must be charge adjusted to zero.
58
Benefits Update
Evidence of Insurability (EOI) and Beneficiary Change (BNC) Events
• Never check the “Finalize/Apply Defaults” checkbox when processing EOI or BNC events in On Demand Event Maintenance.
• In order to prevent erroneous cancellation of health and prescription coverage, you must enter an election in On Demand Event Maintenance for the EOI and BNC events. In On Demand Event Maintenance - Election Entry:– EOI event - Enter the W (waive) option; validate and finalize the EOI
event. If approved by the life insurance carrier, the OSC Group Life Unit will enter the coverage using a second EOI event.
– BNC event - Verify that the option code is entered for the benefit plan that the employee is enrolled in and if required, input the beneficiary information. Validate and finalize the BNC event.
59
Benefits Update
Evidence of Insurability (EOI) and Beneficiary Change (BNC) Events
• Check the Health Insurance and Life and AD&D enrollment screens in Core-CT before and after processing these events to ensure enrollment is correct.
• Review the Retro Ben All Calced by Dept. report on Wednesday of every pay confirm week to ensure health and life deductions are correct.
60
Benefits Update
Evidence of Insurability (EOI) and Beneficiary Change (BNC) Events
• Refer to the Retroactive Benefit Deduction Process Job Aid for further information:
http://www.core-ct.state.ct.us/user/hrjobaids/ben/default.htm
• Contact OSC Central Benefits Unit for assistance at 860-702-3535 or e-mail at:
61
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
62
EPM Enhancement
EPM New Reporting Table
CT_EMERGCY_CNCT
Emergency contact information for all active department employees.
•The Emergency Contact table is designed to assist agencies in development of rapid employee notification procedures in the event of a crisis.
•Role required: CT AGY HR SPECIALIST
64
EPM Job Aids Updated
EPM 2008 Job Aids
HR EPM SUBJECT MODEL AND REPORTING TABLE
New Tables and Descriptions added:
• CT_EMERGCY_CNCT – • CT_DRIVERLIC – May, 2007• CT_MILITARY – March, 2007
http://www.core-ct.state.ct.us/epm/docs/hr_reporting_table_summary.doc
65
EPM Job Aids Updated
EPM 2008 Job Aids, Continued
EPM Reporting Table Indexes & Join Criteria
• Revised to include additional reporting tables.• All accurate table joins identified.
http://www.core-ct.state.ct.us/epm/docs/rptng_tbl_ndxs_in_crtr.doc
67
EPM Job Aids Updated
EPM 2008 Job Aids, Continued
Reporting Table to Role Mapping
• Updated to include all projects/costing module roles.
http://www.core-ct.state.ct.us/epm/
68
EPM Job Aids Updated
EPM 2008 Job Aids, Continued
EPM REPORTING TABLE or SECURITY ACCESS NODE ROLENAME
CT_EMERGCY_CNCT CT AGY HR SPECIALIST
CT_EMERGCY_CNCT CT AGY HR SPECIALIST (CA)
CT_EMERGCY_CNCT CT CNTRL HR SPECIALIST
CT_EMERGCY_CNCT CT CNTRL HR SPECIALIST (CA)
CT_EMERGCY_CNCT CT CNTRL HR WRK COMP MGR
CT_EMERGCY_CNCT CT CNTRL HR WRK COMP SPEC
CT_EMERGCY_CNCT CTHRSENSITIVEDATA
69
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All
70
Wrap UpThank you for your participation today. We look forward to continuing our work together to make Core-CT a success!
• Look for this presentation on the Core - CT website (http://www.core-ct.state.ct.us/)
• Next meeting – Tuesday, April 8, 2008, 1:30pm - 4:00pm and Wednesday, April 9, 2008,
9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive
71
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius
Key Messages Anne North and Sue Martin
Questions & Discussion All