HR Update January 2014

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Inclement Weather information: A 1/3/2014 memo regarding inclement weather from the DNR Commissioner has been placed on the agency intranet at http://dnrnet.dnr.state.ga.us/directives Please refer to this letter and State of Georgia Inclement Weather policy guidance at the same location on the intranet as needed.

Centralization of Holiday Deferral Entry: Agency internal audits have revealed inconsistent and incorrect entries of earned and unearned Holiday Deferral Hours. Therefore, effective January 1, 2014 all entry of Holiday Deferral earned for all employees (except for certified law enforcement officers) will be completed by the Office of Human Resources. This change has been reflected in a 1/1/2014 update to Human Resources Standard Operating Procedure HR019-A, Working hours, Compensatory Time and Overtime. A notice of this change was distributed 1/2/14. The updated SOP is located on the intranet at dnrnet.dnr.state.ga.us/sop Holiday Deferral Request forms should be forwarded to the OHR – Transactions Unit.

The effect of the Affordable Care Act on part time employees: On January 9th a webinar was conducted to inform DNR Human Resources Representatives and agency managers about the changes to part time employment as a result of the Affordable Care Act. The webinar PowerPoint presentation, the tracking document to track the hours of part time employees, and a memo has been placed on the intranet for reference at http://dnrnet.dnr.state.ga.us/directives The revised PAR reflecting ACA relevant questions has been placed in the new hire package and in the PAR section on the intranet. Additionally a Q&A document was distributed to webinar participants.

Classified to Unclassified Acknowledgement Statements:

An Acknowledgement Statement for employees moving from a classified to an unclassified position has been added to the PAR section of the intranet. See dnrnet.dnr.state.ga.us/par. This statement is required to be signed by the employee if a personnel action results in the employee moving from a classified position to an unclassified position. HR Representatives should ensure that this form is included with the PAR for applicable personnel actions.

Mid-Year Performance Evaluations: Managers should be writing mid-year performance evaluations at this time. HR Representatives should remind managers of this responsibility. A memo and the mid-year evaluation form is located on the intranet at dnrnet.dnr.state.ga.us/hr/pm Mid-Year performance Evaluations must be complete by February 14th.

FLSA Compensatory Time: In the future all FLSA Comp time Reporting Forms from the PRHSD should be sent to Vicki Robinson in OHR – Transactions Unit for processing.

Leave Program Guide: An updated 2014 PeopleSoft Leave Program Guide has been placed on the intranet at dnrnet.dnr.state.ga.us/leave_holidays.

HR Update for HR Administrators January 2014

HR Update February 2014

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Payroll function moved to Administrative Services The DNR Payroll function has moved from the Office of Human Resources to Administrative Services. Payroll will be housed in the Accounting, within the Accounts Payable unit. Payroll unit employees include Theresa Brown Traci Johnson Payroll Supervisor Payroll Technician 404-657-1706 404-657-1728 Theresa.Brown@dnr.state.ga.us Traci.Johnson@dnr.state.ga.us Please contact these employees in Accounting regarding Payroll issues.

Mid-year Performance Evaluations due Mid-Year performance evaluations must be complete by next Friday February 14th. Division Human Resources representatives should ensure that employees have completed these evaluations and coordinate centralized storage of these documents at the Division level.

Incomplete MAPEP Forms The new hire package contains Medical and Physical Examination Form required by State law. Section B (the employer section) is occasionally overlooked by hiring managers. Division HR Representatives must check the hire packages prior to submitting them to OHR for processing to verify that section B is complete. Please note that the hiring manager/site manager must complete this section of the form. If the form is not complete HR Representatives should contact the site to ensure completion of the form.

Informing employees of FLSA status HR Representatives must communicate to managers to ensure that employees are aware of the FLSA status of their position (Exempt or Non-exempt). This is important upon hire and becomes especially important when a personnel action affecting the FLSA status of a position affects an employee (i.e. promotion, demotion, etc). If the FLSA status changes, Division management and Division HR Representatives are informed after the personnel action is approved. HR representatives should facilitate the distribution of this information to managers and must ensure that the employee understands the FLSA status of their position.

SHBP Changes On 1/27/14 an email was distributed to all employees containing a Department of Community Health memo regarding the 2014 Health Plan enhancements. The memo was placed on the DNR home intranet page. The following is a summary of the information distributed. Additional information will be distributed as it becomes available The design changes enhance the health plan options for SHBP members by replacing co-insurance with co-pays for medical and pharmacy benefits. Blue Cross Blue Shield of Georgia (BCBSGA) will administer SHBP’s enhanced plan designs.

HR Update for HR Administrators February 2014

HR Update February 2014

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The enhanced plan design for pharmacy benefits replaces pharmacy co-insurance with 3 Tier co-pays (similar to the 2013 HMO option) at the following rates: Tier 1: $20 Tier 2: $50 Tier 3: $80 The enhanced plan design applies Office Visits and ER co-pays across all plans at the following rates: $35 Primary Care (Family Practice, General Practice, Internal Medicine, Pediatrics, OB/GYN) $45 Specialist $25 Rehab Services $150 ER $35 Urgent Care The enhanced plan design will become effective March 1, 2014 and will be retroactive to January 1, 2014. Premiums, deductibles, out-of-pockets and HRA contributions will not be affected. SHBP members do not need to take any action to receive these new benefits and will remain in the plan they chose during Open Enrollment for the balance of 2014.

HR Update March 2014

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Changes to the New Hire Packages: The full time and part time new hire packages have been revised as follows: FT New hire package:

2014 W-4 form added

Revised version of ERS form, ERS Declination of Membership For Those First Employed on or After Age 60 was added.

New hire forms checklist revised PT New hire package:

2014 W-4 form added

New hire forms checklist revised The new hire packages are accessible on the agency intranet at http://dnrnet.dnr.state.ga.us/hr/hiring_packages. Begin using the updated packages immediately.

Update to the New Employee Orientation Package: An update has been made to the new hire orientation package. The package now contains information regarding the recent SHBP plan design changes and a page referring to training required of new employees. The training page now refers new employees and managers to on-line PeopleSoft Employee Self Service and Manager Self Service training provided by the State Accounting Office. HR Representatives should begin using the updated version of the new employee orientation package immediately and inform current employees that training on the use of PeopleSoft Employee Self Service and Manager Self Service is available. The updated document is located at http://dnrnet.dnr.state.ga.us/orientation_for_new_employees

Change to Business Title of Part Time Positions: Effective March 1st the PeopleSoft Business Title (working title) of all part time positions have been modified. The Affordable Care Act has required strict monitoring of the hours worked by part time employees. Therefore the business titles have been modified to indicate whether the position is a 29-hour position, a 1508 position or a Seasonal position. The new titles will now be reflected in the system and in the Employee Position Budget Status Report (EPBS).

Sexual Harassment Video Deadline: In November 2013 employees were provided access to a sexual harassment video. All active full and part time employees and interns must view the video by March 31, 2014. Employees have been notified and recently reminded to view the video. Employees acknowledge viewing the video by signing the sexual harassment acknowledgement statement and forwarding it to their division HR representative. The acknowledgement statement is available on the intranet at dnrnet.dnr.state.ga.us/training During this month Division HR representatives should ensure that all active employees have viewed the video, collect the acknowledgement statements and forward them to the Office of Human Resources.

HR Update for HR Administrators March 2014

HR Update March 2014

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Drug Testing Vendor Change: Effective March 1, 2014 Medtox Laboratories is no longer the company servicing the State of Georgia drug

and alcohol testing program. The new vendor is FirstLab. New FirstLab Custody and Control forms have

been distributed. HR Representatives should ensure that all Medtox Custody and Control forms currently

on hand locally at DNR sites be discarded immediately. If Medtox forms are not discarded and are used on

or after March 1st the tests will not be processed as required. Modifications to the applicable SOPs will be

made and distributed in the next few weeks.

Administrator Training DNR Administrative personnel statewide will meet in the Courtroom at the Georgia Public Safety Training Center (GPSTC) on Wednesday, April 16th from 10:00 a.m. to 3:00 p.m. for the Annual Administrative Services/HR Meeting. Additional information and reminders are to be distributed by Delana Powell.

HR Update April 2014

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Entry of FLSA Compensatory Time and Holiday Deferral: As per SOP HR019-A, Working Hours, Compensatory Time and Overtime all earned FLSA Compensatory Time and Holiday Deferral time must be reported to the Office of Human Resources. This time is approved and entered in the Office of Human Resources (with limited exception). This means that all entry of FLSA and Holiday Deferral earned is completed by Office of Human Resources technicians and must not be entered by those in the field who have timekeeping and leave entry duties. Review of first quarter 2014 leave entry reports reveal that several field personnel continue to enter FLSA CT and Holiday Deferral. HR representatives should ensure that this practice does not continue as per department procedure.

Address Change and 401(k) / 457 Flyers: Last month an Address Change Flyer was distributed to all employees via email. This month a flyer regarding saving for retirement was distributed. Flyers will be posted to the “What’s New” section on the homepage of the DNR Intranet after they are distributed. HR Representatives should post flyers locally as they are published so that all employees are aware of and are reminded of the information contained in the flyers.

Drug and Alcohol Testing Last month HR Representatives were notified that DOAS changed the Drug and Alcohol testing vendor from Medtox to FirstLab. New drug testing forms have been distributed. The new contract includes the use of two different lab companies (Quest Diagnostics and LabCorp). HR Representatives must ensure when they choose a lab location from the testing facilities list provided on the DOAS website at http://doas.ga.gov/human-resources-administration/substance-abuse-testing that they give the employee the correct Custody and Control form. Quest Diagnostics forms must be used for Quest diagnostic facilities and LabCorp forms must be used for LabCorp facilities.

Important Health Care Information: Last month the following information was distributed to all employees via email. Human Resources Representatives should ensure that all employees are reminded of the following requirements for earning HRA dollars. All SHBP Members must register online at www.BeWellSHBP.com to start earning incentives, complete a Well-Being Assessment, schedule a biometric screening and take healthy actions. The scheduling tool for the biometric screenings is located on the Healthways website at www.BeWellSHBP.com/biometric-screenings/. Members should visit this site to register for a biometric screening event at or near their location. All sites must have a minimum of 75 scheduled appointments or the event may be cancelled. A Biometric Screening Site list is also located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/sites/uploads/dnrnet/pdf/BeWell_SHBP_Screenings_by_Date.pdf.

HR Update for HR Administrators April 2014

HR Update April 2014

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SHBP members and covered spouses can each earn up to $480 in HRA dollars just for participating and engaging in healthy activities – that is a family total of up to $960. It’s money for future health expenses that keeps cash in your pocket. Unused HRA dollars can also be rolled over to the next Plan Year if you keep your HRA coverage. To earn HRA dollars, complete the following between January and December 2014.

1. Assess your health. Complete your Healthways Well-Being Assessment* (WBA), a confidential, online questionnaire that will take about 20 minutes.

Complete BOTH and earn $240 for your HRA account.

(WBA must be completed before HRA dollars can be earned.)

2. Know your numbers. Complete a biometric screening and submit results (body mass index, blood pressure, cholesterol, glucose). The biometric screening must be completed at an SHBP-sponsored screening event or by your physician or other providers identified by SHBP in published materials and your results submitted appropriately.

3. Take action. It’s your choice! Complete the coaching pathway, online pathway, or a combination of both. Coaching Pathway Create your Well-Being Plan. Actively engage in phone coaching. Online Pathway Create your Well-Being Plan. Record 5 online well-being activities using the same tracker within 4 consecutive weeks and earn $0 into your HRA account. You can earn these HRA dollars ($40) up to 6 times. Sample activities; track exercise 5 times, record daily steps 5 time, track food 5 times and earn $40 HRA dollars for your account.

Earn up to $240 for your HRA account.

(WBA must be completed before HRA dollars can be earned.)

SHBP Health Plan Resources/Contact Information

VENDOR MEMBER SERVICES WEBSITE

Medical – Blue Cross Blue Shield of Georgia Customer Service Hours: 8 a.m. to 8 p.m. Monday – Friday

1-855-641-4862 www.bcbsga.com/shbp

Wellness – Healthways Customer Service Hours: 8 a.m. to 8 p.m. Monday – Friday

1-888-616-6411 Medicare Advantage (MA) plan members are ineligible for participation in Be Well SHBP.

www.BeWellSHBP.com

Pharmacy – ExpressScripts Customer Service Hours: 24 hrs/day; 7 days/week

1-877-841-5227 The pharmacy benefit for Medicare Advantage (MA) is through BCBSGA at 1-855-322-7060

www.expressscripts.com/GeorgiaSHBP

SHBP Call Center Hours: 8 a.m. to 5 p.m. Monday – Friday

1-800-610-1863 (listen to the prompts and choose employer services)

www.mySHBPga.adp.com

HR Update April 2014

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ADDITIONAL INFORMATION MEMBER SERVICES WEBSITE

Center for Medicare and Medicaid (CMS) Hours: 24 hrs/day; 7 days/week

1-800-633-4227 www.medicare.gov

TRICARE Supplement 1-866-637-9911 www.asicorporation.com/ga_shbp

PeachCare for Kids 1-877-427-9911 www.peachcare.org

SOP changes: The following additions/updates were made to DNR Human Resources Standard Operating Procedures were effective April 1, 2014. These changes are reflected on the DNR Intranet at dnrnet.dnr.state.ga.us > Human Resources > Standard Operating Procedures. Updated Standard Operating Procedures:

SOP HR000 – SOP Table of Contents – Updated to reflect Title and current effective date of the SOPs listed below.

SOP HR001 - Family and Medical Leave (FMLA) – Updated to coordinate with SOP HR028, Return to Work. Changes are to page 9 and attachment 9.

SOP HR002 – Secondary Employment – Minor updates. Attachment #1 automated.

SOPHR005 – Appropriate Use of Information Technology Resources – Minor updates throughout the SOP.

SOP HR007 – Alternative Work Schedules – No updates to the SOP. Attachments 1, 2 and 3 were updated/automated.

SOP HR008 – Telework – Minor updates throughout SOP. Attachment #1 automated.

SOP HR012 – Drug Testing Program – Updates throughout SOP and all attachments, primarily to reflect changes associated with the new testing vendor FirstLab.

SOP HR014 – Alcohol Testing Program – Updated throughout document and all attachments primarily to reflect changes associated with the new testing vendor FirstLab.

SOP HR015 - Harassment- Minor Updates throughout SOP.

SOP HR017 – CBI for Completion of the State Financial Management Certification Program – Minor updates throughout SOP. Attachment revised.

SOP HR021 – Workers Compensation – Updated throughout SOP to coordinate with SOP HR028, Return to Work.

SOP HR 027 – Department Owned Housing – Changes to SOP and attachment 4 to reflect move of the Payroll Unit from HR to Accounting.

SOP HR028 – Return to Work – Updates throughout SOP to coordinate with SOP HR001. Attachment #1 revised.

New Standard Operating Procedures:

SOP HR022 – Handgun Carry Transferred Standard Operating Procedure:

SOP HR009 – Taxable Income from Use of Official State Vehicle – This SOP will become an Administrative SOP. It has been deleted from the Human Resources SOP section of the Intranet and will be placed in the Administrative Services section of the Intranet.

Note: All DNR employees are personally responsible for being knowledgeable of and complying with the requirements of all Standard Operating Procedures.

HR Update May 2014

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Terminations and Over payments: In a continuing effort to prevent overpayments of salaried employees, it is very important that Human Resources Representatives immediately notify the Office of Human Resources (OHR) staff of terminated salaried employees. To assist with this effort we remind you to periodically review the Employee Position Budget Status Report (EPBS) report and let us know if all employees in your unit (salaried and part-time) listed are still actively working. If you identify any salaried employees still listed on your report and you know they have terminated, immediately email the OHR Transactions unit (Vicki.Robinson@dnr.state.ga.us). Follow up by completing the appropriate separation paperwork at http://dnrnet.dnr.state.ga.us/separations and route through your regular process. If terminated part-time employees are still listed on the EPBS, separation paperwork must also be submitted however since these employees are paid on a lag, there is no need to email the HR staff regarding terminations.

Benefits Start Dates Clarified: Information has been added to the Acknowledgement of Health and Flexible Insurance Enrollment Requirements form in the full time new hire package as well as to the new employee orientation package. The changes were made to ensure that new employees are aware that their health and flexible benefits coverage begins on the first of the month following one full calendar month of employment. Human Resources representatives should begin using the new version of the full time new hire package located on the intranet at dnrnet.dnr.state.ga.us/hr/hiring_packages and the updated orientation package located at dnrnet.dnr.state.ga.us/orientation_for_new_employees as soon as possible.

Faithful Service Awards: Several employees have asked about the Faithful Service Awards program (FSA). This program is administered by Department of Administrative Services – Human Resources Administration (DOAS-HRA). In April of 2012 DOAS HRA discontinued the use of their in-house FSA database and began using years of service data from the Employees Retirement System (ERS). Since 2012 DOAS has only issued FSA certificates for employees whose state service is counted towards retirement through the ERS. Due to the two different databases used (pre-April 2012 and post-April 2012) some duplicate FSA certificates have been issued. Employees who received awards prior to 2012 were calculated differently, so some employees may have received the same certificate under both processes. Currently, the system is purely based on ERS milestones. Information regarding the Faithful Service Awards Program may be found at http://team.georgia.gov/service-awards/ Questions regarding the program may be directed to Laynea Allen (DOAS-HRA) at 404-657-5815.

Employee Discount Program: The Office of Human Resources periodically distributes flyers to employees regarding various HR topics. The most recent flyer was distributed on May 1st. The flyer lists various discounts available to state employees through the Employee Discount Program and is now posted on the home page of the intranet in the What’s New section. Additional information about employee discounts may be found at http://team.georgia.gov/discounts/ HR Representatives should post the flyer at all work locations.

HR Update for HR Administrators May 2014

HR Update June 2014

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JCCP: DOAS has changed the implementation of the Job Classification and Career Path Project from 7/1/2014 to 7/16/2014. The JCCP is an on-going long-term project to reduce and standardize the State of Georgia jobs and to update the pay structure. Employees will soon receive a memo and information will be placed on the intranet regarding the project.

Transactions limited during July: Due to the significant volume of the 7/1/14 pay increase transactions and the significant changes associated with the 7/16/14 JCCP project implementation, personnel transactions will be limited as follows:

OHR will not process any full time new hires with July effective dates.

OHR will not process personnel actions affecting the title or pay of full time employees or positions

for a July effective date.

Performance Planning and Evaluation: DNR Division HR Representatives received a performance planning and evaluation instruction memo on May 30, 2014. Performance Planning and Evaluation memos were sent to all employees on June 3rd. The June 3rd memos may be viewed on the intranet at dnrnet.dnr.state.ga.us/hr/pm Performance Evaluation should be well underway and the evaluation of all employees by their managers should be completed by July 15, 2014. Performance planning should not be started until further notice. The Job Classification and Career Path Project which is to be implemented by the DOAS – HRA division on July 16, 2014 has delayed performance planning until after August 1, 2014. All employees will be notified at some point after August 1, 2014 regarding their performance planning responsibilities for the 2014-2015 plan year. NOTE: DOAS is recommending that manager’s copy and paste information from 2013-2014 employee performance plans into a MS Word Document so that the information will be accessible to them when they create performance plans for the 2014-2015 performance year. HR Administrators should inform Division managers regarding this recommendation.

PAR Change: Due to the evolving nature of the Affordable Care Act the PAR must be modified. An earlier version of the ACA rules stated that an employee must be separated for 26 weeks in order to be considered a rehire rather than a continuous employee for ACA purposes. The DOL has now shortened this time period to 13 weeks. This change required the PAR to be modified. Section 2 of the PAR now reflects the 13 week separation requirement. The new PAR has been placed on the intranet at dnrnet.dnr.state.ga.us/par and has been added to the new hire package at dnrnet.dnr.state.ga.us/hr/hiring_packages. HR administrators should begin using the PAR with the 6/2014 effective date in the upper right hand corner.

HR Update for HR Administrators June 2014

HR Update June 2014

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GSEPS: HB764 mandated a change in the default 401(k) contribution rates for state employees hired on or after July 1, 2014. Employees hired on or after that date will be automatically enrolled to contribute 5% of their salary. The GSEPS Opt Out form will be eliminated from the new hire package. A GSEPS Acknowledgement form provided by ERS will replace the Opt Out form in the new hire package. The new hire package will be modified later in the month to reflect the change.

Updated new hire packages: The new hire package on the intranet has been updated with the revised PAR as stated above. In addition the updated version of the G-4 State of Georgia Employee Withholding Allowance Certificate has been added to the package.

Self Service Flyer: On June 11, 2014 all employees received an email with a Self Service Flyer attached. The flyer is intended to remind employees how to access Employee and Manager Self Service in PeopleSoft HCM and directs them to resources on the intranet regarding Self Service Training as well as what to do when they forget their password or experience problems with Self Service. This flyer has been posted in the What’s New Section of the intranet. HR Administrators should post this flyer locally.

HR Update July 2014

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Timely Leave Entry: Please remind all leave keepers that it is extremely important to make leave deductions in a timely manner and to keep leave balances up to date in order to prevent possible overpayments to those employees who may have exhausted all their leave. When an employee’s leave is low, it’s best to monitor it closely to ensure HR is notified when they need to go on LWOP prior to payroll confirm, not after. Leave accrual cannot be deducted for leave used prior to the accrual. For example: if a person has a balance of 5 hours sick leave on 7/1, but uses 8 hours of leave on 7/15, only 5 hours of sick leave can be deducted for 7/15 because the additional 5 hours wasn’t accrued until after the leave was used. For additional information, please refer to the DNR Leave Program Guide located on the DNR Intranet at

http://dnrnet.dnr.state.ga.us/leave_holidays.

JCCP: July 16th was the targeted effective date for the Job Classification and Career path project implementation. On July 16th the HR Director distributed a memo to all employees indicating that the Department of Administrative Services, HRA Division has informed us that the project will be postponed to permit a final impact review. A new project implementation date has not been identified at this time. It is our understanding that the project will be implemented. At this time DOAS has asked state agencies to continue to delay the creation of ePerformance documents as these documents will be created by DOAS upon the completion of the implementation of the JCCP.

Performance Evaluation and Planning: The deadline for performance evaluations to be completed was July 15, 2014. Managers who have not yet completed evaluating their employees should be encouraged to complete the evaluations as soon as possible. Division Reports of evaluation completeness status have been sent to you and will be provided again later in the month. As stated above performance Planning has been delayed by the postponement of the Job Classification and Career Path Project. Notice will be provided as soon as possible regarding performance planning.

HR Responsibility List: The DNR HR Responsibility Reference List has been updated. This list provides you with the names and telephone numbers of OHR staff to contact by area of responsibility. The updated list may be located on the intranet at:

http://dnrnet.dnr.state.ga.us/hr/contacts

HR Update for HR Administrators July 2014

HR Update July 2014

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Department Number List: The Agency Department Number list has been updated for July 1st. It is located on the intranet at http://dnrnet.dnr.state.ga.us/par.

Beneficiary flyer Distribution: A Beneficiary Flyer was sent out to all employees on 7/7/14. This flyer is also posted in the “What’s New” section on the homepage of the DNR Intranet. HR Representatives should review the flyers and post it at your site.

GSEPS: The full time new hire package and the new hire orientation package have been modified to include reference to the changes in the Georgia State Employee’s Pension and Savings plan (GSEPS) effective 7/1/2014. As you know, HB764 mandated a change in the default 401(k) contribution rates for state employees hired on or after July 1, 2014. Employees hired on or after that date will be automatically enrolled to contribute 5% of their salary. The new hire package now contains a GSEPS Acknowledgement form provided by ERS. The orientation package contains new information about the plan and directs employees to the retirement section of the DNR intranet at dnrnet.dnr.state.ga.us/retirement to obtain the GSEPS Highlights Brochure and the GSEPS 401(k) Enrollment Information Notice. Please begin using the revised new employee orientation package and the revised new hire package effective 7/1/2014.

Holiday Deferral: Effective July 2014, Holiday Deferral entry has been divided between Tracy Bowers and Vicki Robinson. Below are the assigned Divisions for each HR Representative and their contact information. Please be sure to pass this information along to the representative at your site who handles this task.

Tracy Bowers Tracy.Bowers@dnr.state.ga.us

404-657-9848

Vicki Robinson Vicki.Robinson@dnr.state.ga.us

404-656.2698

PRHSD Regions 1 and 2 PRHSD Regions 3 and 4

LED WRD

HPD EPD

Central Office Admin. CRD

HR Update August 2014

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DCH Board Approves 2015 State Health Benefit Plan Options

The Board of Community Health voted to approve the 2015 member contribution rates and plan designs for the Georgia Department of Community Health's State Health Benefit Plan (SHBP), providing more choice in plan options for members next year. The Board's vote establishes the general framework of the plan options for next year, including member premiums. In the coming months, SHBP will work with the vendors to finalize the benefit offerings of each plan option.

On July 1, 2014, the department announced its intent to expand the number of vendors and types of plan designs in 2015. The Board's vote establishes member contribution rates and solidifies that the following options will be available to SHBP members for the 2015 Plan Year:

Blue Cross Blue Shield of Georgia (BCBSGa) - statewide Gold, Silver, Bronze Health Reimbursement Arrangement (HRA) (exclusively), statewide Health Maintenance Organization (HMO), Medicare Advantage (standard and premium)

UnitedHealthcare (UHC) - statewide High Deductible Health Plan (HDHP) (exclusively), statewide HMO, Medicare Advantage (standard and premium)

Kaiser Permanente (KP) - fully-insured HMO for SHBP members who live or work in the 27-county metro Atlanta service area

The current Pharmacy Benefit Manager (PBM) contract with Express Scripts Inc. and the current Wellness contract with Healthways Inc. will be renewed for the 2015 plan year, and will provide benefits to members who choose to enroll in either BCBSGa or UHC.

Open Enrollment will be held October 27 - November 14, 2014, for the January 1, 2015, start date of the new plan year.

To view SHBP's list of Frequently Asked Questions and other information, visit www.dch.georgia.gov/shbp.

2015 State Charitable Contribution Program (SCCP) The SCCP will begin on September 1, 2014 and will end on October 31, 2014. The SCCP's annual campaign is a once-a-year opportunity for you to connect to the various charitable organizations that you care about. The theme for this year’s campaign is “Looking Forward, Giving Back”. Beth Findlay is this year’s Agency Coordinator and will be in touch with the Division Coordinators soon.

Additional information regarding this year’s campaign will be available on the DNR Intranet at http://dnrnet.dnr.state.ga.us/state_charitable_contribution_program beginning September 1, 2014.

Update to the Separation Checklist on the Intranet The Separation Checklist has been revised to provide details on deleting e-mail addresses for former employees. The Separation Checklist can be found at http://dnrnet.dnr.state.ga.us/separations

HR Update for HR Administrators August 2014

HR Update August 2014

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Employee Assistance Program (EAP) FEI Behavioral Health, Inc. provides Georgia Department of Natural Resources employees and their dependent family members with an Employee Assistance Program (EAP), at no cost to you. DNR pays for this program in full. Please be sure to remind your employees about the availability of the Employee Assistance Program.

The EAP can help you find solutions to a full range of personal concerns. No problem is too big or too small. These can include: Addiction Aging & Geriatrics Assessments & Interventions Career & Workplace Emotional Well-Being Life Issues Parenting & Child Care Physical Health Psychological Disorders Wellness

FEI Behavioral Health, Inc. offers a broad range of on-line information, tools and resources to address all types of personal, wellness and work/life issues. On-line information and resources are available to both employee and supervisors. There are over 90 topics to choose assistance in. This information can be found at www.feieap.com, use the username is gadnr.

Additional information regarding the Employee Assistance Program can be found on the DNR Intranet at http://dnrnet.dnr.state.ga.us/employee_assistance_program

A flyer will be distributed to All DNR Employees in September, 2014 regarding the EAP.

Paycheck Review Please encourage employees to review their paychecks on a regular basis via Employee Self Service. This is especially vital for new employees as well as employees who make and/or request or receive changes that affect their pay (i.e. health/flex deductions, retirement savings plans, credit union, salary changes, etc.). The employee should report any unusual deductions to their local HR Representative who in turn will contact the appropriate OHR representative.

PeopleSoft HCM Security Administrator Change Effective immediately, Christine Yawn will be the new Agency PeopleSoft HCM Security Administrator. Please send all PeopleSoft HCM Security Applications to Christine at Christine.Yawn@dnr.state.ga.us or via mail to the Office of Human Resources.

2015 Holiday Schedule: The Governor has issued the 2015 Holiday Schedule and it is now available to view on the DNR Intranet. The 2015 State Holiday Schedule is located on the Homepage in the What’s New section and in the Holiday section of the Human Resources page at http://dnrnet.dnr.state.ga.us/leave_holidays.

HR Update September 2014

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OHR Reorganization

Effective 9/1/14 some functions in OHR have been reassigned. Vicki Robinson will manage the Workforce Services Unit which now consists of Transactions, Benefits and OHR Records. Brian Nabors will manage the Employment Services Unit which consists of Recruitment, Classification, Standard Operating Procedures and Performance Management functions.

Christine Yawn is new to DNR. Her duties will include updating and creating new SOP’s as needed and overseeing the Performance Management program for the Agency. Christine is also the PeopleSoft HCM Security Officer for the Agency. Christine can be reached via e-mail at Christine.Yawn@dnr.state.ga.us or via telephone at (404) 657-9744.

Please see the new org chart, as well as the new HR Responsibilities list in the Contacts section on the Intranet at http://dnrnet.dnr.state.ga.us/hr/contacts.

Annual Enrollment The Annual Enrollment period for the 2015 Benefit Plan Year will begin on Monday, October 27, 2014 and end Friday, November 14, 2014.

HR Reps should direct employees to verify their mailing address and email address in PeopleSoft and to update their information through Employee Self-Service. Updates / changes made through Employee-Self Service will update GaBreeze.

HR Reps should encourage employees to access GaBreeze to determine if a password reset is needed. Password reset will be emailed if an email address is on file, otherwise the information will be sent out through U.S. Mail.

Benefit Fairs will be held statewide to assist employees with benefit questions. Flexible Benefits is currently working with State Health to finalize the schedule. We will provide the schedule to all employees when it becomes available.

Performance Planning Effective 9/8/14, DNR began performance planning for the 2014-2015 performance year. The window of opportunity to clone this year is from September 8, 2014 to September 30, 2014. On October 1, 2014, performance plans will be created for the employees that do not have Annual plans. The planning period will end October 13, 2014. Supervisors should have completed the plans, received manager approval for the plans and met with their employees to discuss the 2014-2015 plans by the October 13, 2014 deadline.

Performance Management information can be viewed on the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/pm

HR Update for HR Administrators September 2014

HR Update September 2014

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ePerformance Troubleshooting Two ePerformance Troubleshooting documents have been posted on the DNR Intranet to help with the ePerformance process. ePerformance Troubleshooting for Employees and Managers has helpful information about working in PeopleSoft. ePerformance Troubleshooting for Managers has additional information that managers may need as they clone Annual plans or clean up their current documents. Troubleshooting help is located at http://dnrnet.dnr.state.ga.us/hr/pm.

New Hire Packages When sending New Hire Packages to the Office of Human Resources, please make sure the paperwork is not two-sided copies. This causes issues when creating Personnel Files as the various documents go in different locations in the file. To ensure that all paperwork is properly processed and filed in OHR, HR Reps are asked to please send one-sided copies of all new hire information.

Updated New Hire Orientation Package The New Hire Orientation package on the Intranet has been updated to include a link to a GSEPS New Hire video on the Employees’ Retirement System website. Please be sure to direct new hires to view this video as it explains GSEPS in great detail.

New Hire Orientation HR Reps should remove any reference in their orientation materials informing new employees to go to the Intranet and sign up for an account. With the recent changes to the Intranet, anyone can access it by simply entering http://dnrnet.dnr.state.ga.us/. Setting up an account is not necessary and creates additional administrative tasks for the DNR Office of I.T.

State Charitable Contribution Program (SCCP) REMINDER The SCCP began on September 1, 2014 and will end on October 31, 2014. This annual campaign is a once-a-year opportunity for employees to sign up for payroll deductions to donate to the various charitable organizations that they care about. The theme this year is “Looking Forward, Giving Back”. Beth Findlay is this year’s Agency Coordinator and can be reached at (404) 656-2697 or at Beth.Findlay@dnr.state.ga.us if you have any questions.

Additional information regarding this year’s campaign is available on the DNR Intranet at http://dnrnet.dnr.state.ga.us/state_charitable_contribution_program.

To make online donations, please visit https://www.giveattheoffice.org/_sccp/.

HR Update October 2014

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Preparing for Annual Enrollment

Annual Enrollment for Health Insurance and Flexible Benefits begins on October 27, 2014 and ends on November 14, 2014. Information has been distributed to all employees regarding the importance of making sure their passwords and user IDs are working on the State Health Enrollment Portal and the GaBreeze website.

HEALTH INSURANCE Passwords should be updated before Open Enrollment begins! Log on to http://www.mySHBPga.adp.com to reset your password. If you have not accessed the portal in the last 45 days, your password has expired, and will need to be reset.

To reset your password on the State Health Enrollment Portal:

Log in using your current password

If it’s been 45 days since the last time you logged in, you will be prompted to create a new password (which will expire after 45 days)

If you don’t know your current User Name or Password, click the Forgot User ID or Forgot Password from the login page. The links are located to the right of the User Name and Password blocks.

Questions can be directed to the SHBP Member Services Center BEFORE Open Enrollment begins at 1-800-610-1863.

FLEXIBLE BENEFITS Employees should log into their GaBreeze Account at www.gabreeze.ga.gov and make sure they can enter the site with their prior username and password to avoid delays during Annual Enrollment. Password reset will be emailed to the employee if an email address is on file, otherwise the information will be sent out through the U.S. Mail. Email addresses can be updated on the GaBreeze website by using the “Your Profile” link then clicking on “Personal Information.”

Questions can be directed to the GaBreeze Benefits Center at 1-877-342-7339.

Additional information on the upcoming Annual Enrollment period can be found on the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/benefits.

2015 SHBP Decision Guide Available On-line The 2015 Decision Guides for Active members of the State Health Benefit Plan (SHBP) are now available online at http://dnrnet.dnr.state.ga.us/hr/benefits. Please encourage your employees to take time to review these materials in advance of Open Enrollment.

2015 SHBP Educational Videos Available On-line The State Health Benefit Plan has created a video containing valuable information on each plan's respective benefits, out-of-pocket costs and an explanation on how each plan option works. Videos are also available from Blue Cross Blue Shield of Georgia, Kaiser Permanente and UnitedHealthcare for members that want to learn more about plan options.

These videos are located at http://dch.georgia.gov/state-health-benefit-plan-shbp.

HR Update for HR Administrators October 2014

HR Update October 2014

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Benefit Fairs A current listing of Benefit Fairs for the 2014/2015 Annual Enrollment Period can be found at http://dnrnet.dnr.state.ga.us/sites/uploads/dnrnet/pdf/2014_2015_Health_Benefit_Fair_Schedule.pdf

Consent for Pre-Employment Background Checks When an applicant, intern or volunteer completes the Consent for Pre-employment Background Check Form, HR Reps should review for completeness. Ensure that the chronologically list of all residences for the past seven years is complete. The form must also have a hand written signature; electronic signatures will not be accepted by the vendor DNR uses to process the background checks.

Workers’ Compensation Reminder If an injury requires medical treatment or lost time from work, it must be reported to DOAS via the telephonic reporting system by calling 1-877-656-RISK (7475) as soon as possible, but at least within 24 hours following the incident.

The supervisor will provide the required information to DOAS, as collected on the Employee’s Report of Injury form. DOAS will make the report to the Georgia State Board of Workers’ Compensation who will issue Form WC-1, Employer’s First Report of Injury. During this call, the Supervisor will be transferred to the MCO Case Manager who will ask to speak with the injured employee. The employee, if available, will then speak to the Case Manager who will assist the employee in obtaining medical care, finding a Physician and/or getting the appropriate follow-up care.

If the employee is not available at the time to speak to the Case Manager, they should contact Amerisys at 1-800-900-1582 or 678-781-2848 when available to get assistance in obtaining medical care, finding a Physician or getting the appropriate follow-up care.

Medical treatment should be rendered only by the authorized healthcare provider, as directed by the MCO.

If an injury does not require medical treatment beyond simple first aid, the Supervisor, or designee, will complete the Employee’s Report of Injury form and place it in the employee’s management file.

The employee, or the supervisor, will not call and report an injury that does not require treatment beyond simple first-aid. Use of the telephonic reporting system for an injury that does not require medical attention will result in a charge to DNR. Payment of this fee will be deducted from the budget of the Division to which the injured employee is assigned.

See HR SOP # 021 – Workers’ Compensation for details.

DNR Vacancy Announcement Effective October 16, 2014 the DNR Vacancy Announcement will have a new publication day of Wednesday, instead of Monday. The new deadline day will be Tuesday, instead of Friday, this will allow the DNR Vacancy Announcement to have a full two-week announcement period.

State Charitable Contributions Program (SCCP) Just a reminder that On-line pledging ends on October 31, 2014.

Thank you for your generous pledges.

HR Update October 2014

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New Hire Packages Updated The Full-time and Part-time New Hire Packages have the following updated forms:

New Hire Forms Checklist

Selective Service Confirmation form

Acknowledgement Statement for HR SOP’s

Workers’ Compensation Acknowledgement

Affordable Care Act Notice and Health Insurance Marketplace Information sheet

Sexual Harassment Training Video Acknowledgement Statement

HR Reps should begin using the current new hire packages immediately.

Standard Operating Procedures (SOP) Changes The following additions/updates were made to the DNR Human Resources Standard Operating Procedures were effective October 16, 2014. These changes are reflected on the DNR Intranet at http://dnrnet.dnr.state.ga.us/sop.

Updated Standard Operating Procedures: SOP HR000 – SOP Table of Contents – Updated to reflect the changes below.

SOP HR004-A – Filling a Vacant Full-Time Position – Updated to reflect the deadline change from Wednesday to Monday for Vacancy Announcement Requests, Vacancy Announcements will be open for two weeks unless otherwise indicated and minor changes throughout the SOP and attachments.

SOP HR012 – Drug Testing Program – Minor changes throughout the SOP and the attachments.

SOP HR014 – Alcohol Testing – Minor changes throughout the SOP and on the attachments.

SOP HR021 – Workers’ Compensation – Attachments 2 and 6, revised. No changes to the SOP.

SOP HR023 – Performance Management – Requirement for responsibility statement to be placed in supervisor’s plan, requirement added to performance evaluations to include some written comments, information about Performance Management training and minor changes throughout the SOP and attachments.

New Standard Operating Procedures: SOP HR19-G – Military Leave

Update to Official Bulletin Boards Please print off the following revised Notices and place them on the Official Bulletin Board at your work location(s): Notice #2-1 – EVerify; Notice #2-2 – Everify (Spanish Version); Notice #3-1 – Right to Work Notice; Notice #3-2 – Right to Work Notice (Spanish Version) and Notice #2S – Workers Compensation Accident Reporting Official Notice.

The revised Notices have been placed on the DNR Intranet at http://dnrnet.dnr.state.ga.us/official_bulletin_board

Please ensure that each of your work locations is aware of these revised Notices and have them replace the old Notices, with the revised Notices, on the Official Bulletin Board immediately.

Georgia Defined Contribution Plan (GDCP) Applications for Refund of Contributions The Employees Retirement System (ERS) will no longer process copies of the GDCP Application for Refund of Contributions. ERS will only process the original, signed applications. To ensure that the Office of Human Resources is receiving original applications, have the former employee sign the Application for Refund of Contributions in blue ink.

HR Update November 2014

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SEXUAL HARASSMENT VIDEO INSTRUCTIONS UPDATE:

Upon hire, All DNR Full-time and Part-time employees and Interns are required to view a sexual harassment training video and sign the Sexual Harassment Training Video Acknowledgement Statement indicating that they have viewed the video. There are two videos, an Employee version and a Managers version. If an employee has someone reporting to them, have them watch the Managers version. Revised instructions for accessing and logging on the system are provided in the Sexual Harassment Training Video Acknowledgement Statement located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/training Listed below are the “NEW” login instructions as indicated on the Sexual Harassment Training Video Acknowledgement Statement:

DNR SECURITY AWARENESS VIDEO:

Keeping information on your state issued computer and state networks secure is very important. The Security Awareness Video is designed to make employees aware of this issue and to provide guidance regarding keeping information secure. To log on and view the DNR Security Training video, please visit http://www1.gadnr.org/dnr/viewerinfo/app All employees are asked to view the video by November 30, 2014.

HR Update for HR Administrators November 2014

HR Update November 2014

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TEAM GEORGIA WEBSITE FLYER:

The Team Georgia Website Flyer was distributed earlier this month to all DNR employees with an active DNR e-mail address. This website is for state employees of Georgia and offers news, stories, resources and information with state employees in mind. It also provides access to several key services. Through the Team Georgia website employees can access these services and secure sites: - Employee Self Service (PeopleSoft/TeamWorks) where employees may view their paychecks, check leave balances and conduct other business (requires an employee ID and login) - Flexible Benefits (GaBreeze) where employees may find information and enroll for various insurance and other programs, exclusive of health insurance (requires an employee ID and login) - Employee Discounts for special offers on goods and services discounted just for employees.

The team Georgia Website Flyer can be found on the DNR Intranet Homepage in the What’s New section at http://dnrnet.dnr.state.ga.us/

MID-YEAR EMPLOYEE PERFORMANCE EVALUATIONS:

It is almost time for Mid-Year performance evaluations. A memo will be distributed in December with details on the Mid-Year Performance Evaluation. Also, information will be posted to the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/pm

SICK LEAVE TO PERSONAL LEAVE CONVERSION:

Employees will soon be eligible to convert up to 24 hours of Sick leave to Personal leave. A memo will be distributed in December regarding Sick Leave to Personal Leave conversion requirements. This information will also be posted to the DNR Intranet at http://dnrnet.dnr.state.ga.us/leave_holidays

HR Update for HR Administrators December 2014

Annual Enrollment Reminder:

Be sure to remind employees that December is the month that 2015 Health Insurance and Flexible Benefit deductions are taken from their paychecks (if applicable). Employees should review their deductions to verify the selections made during the Annual Enrollment period are being deducted from their paycheck. Health Insurance is deducted from the 15th paycheck and Flexible Benefits are deducted from the 31st paycheck.

If there are any discrepancies, please have the employee contact the DNR Benefits Coordinator, Beth Findlay at (404) 656-2697 or via e-mail at Beth.Findlay@dnr.state.ga.us

Mid-Year Employee Performance Evaluations:

A memo will be distributed to employees later this month regarding Mid-Year Performance Evaluations. The evalua-tion is to be completed using the simplified MS Word Performance Evaluation Form. DNR will not use PeopleSoft for the Mid-Year evaluation process. Evaluations must be completed and approved by the reviewing manager by February 14, 2015. All completed Mid-Year evaluations are to be filed in the Division Office, not the Office of Human Resources. Division Offices will monitor the evaluation process and notify OHR when they are complete. The Mid-Year Evaluation form and Memo will be located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/hr/pm

Sick Leave to Personal Leave Conversion:

All employees have received a December 8, 2014 memo regarding the opportunity to convert up to 24 hours of their sick leave to personal leave. HR Representatives should remind employees that they must use PeopleSoft Employee Self-Service (ESS) to convert leave and that the last day to convert leave is December 31, 2014. A copy of the memo and instructions for using PeopleSoft ESS to convert leave are located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/leave_holidays

TeamWorks (PeopleSoft) Employee Self-Service (ESS) and HCM Users Account Unlock:

An e-mail went out to all employees on December 2, 2014 with details on a new feature in ESS and HCM that allows users to unlock their account and reset their own password when they are locked out of the system. Additional infor-mation on this feature, along with detailed instructions, is located on the DNR Intranet at http://dnrnet.dnr.state.ga.us/peoplesoft_emp_mgr_self_service_and_hcm_access_information

Please note that due to this feature, the Employee / Manager Self-Service section and the PeopleSoft HCM Password / Access Information section of the DNR Intranet have been consolidated into a new section titled “PeopleSoft Emp/Mgr Self-Service & HCM Access Info section.

Leave Program Guide:

An updated 2015 PeopleSoft Leave Program Guide will be placed on the DNR Intranet at http://dnrnet.dnr.state.ga.us/leave_holidays on December 23.

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HR Update December 2014

2015 Holiday Schedule:

The 2015 Holiday Schedule is located in the What’s New section on the homepage of the DNR Intranet. It is also locat-ed at http://dnrnet.dnr.state.ga.us/leave_holidays

Sexual Harassment Video Training:

Just a reminder that the Sexual Harassment Video Training is only required for viewing by newly hired DNR employ-ees and DNR employees who have been promoted into a Manager/Supervisor role.

New Employee Orientation Packages Updated

The New Employee Orientation Packages located at http://dnrnet.dnr.state.ga.us/orientation_for_new_employees have been updated to include the new SHBP and Flexible Benefits available to employees effective January 1, 2015. Begin using this package for new employees immediately.

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HR Update December 2014