1 state of connecticut core-ct hrms users group meeting january 15 & 16, 2008

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State of ConnecticutCore-CT

HRMS Users Group Meeting

January 15 & 16, 2008

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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

http://www.core-ct.state.ct.us/Default.htm

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Welcome

Since We Last Met . . .

• Fiscal Year End• Mass Salary Changes• PeopleTools Upgrade• Maintenance Packs 4-8• Tax Updates and Calendar Year End Processing

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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

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Agenda







EPM Barbara Jacius




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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.

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Payroll Update

Additional Pay Processing Notes, Continued

Existing Historical Record On Additional Pay Page

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Payroll Update


As this screenshot exemplifies, an override combo code was attached to this additional pay transaction.

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Payroll Update


Current Action: Add new row, effective date, addl seq, end date, and earnings

amount (check ok to pay).

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Payroll Update


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.

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Payroll Update


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!

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Agenda







EPM Barbara Jacius




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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

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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

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FLSA Status

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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

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FICA Status

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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]

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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.

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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.

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Maintenance Pack Changes

Job Data

• Position Description is now always visible.

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Navigation Tips

Searching in Core-CT• “Find” button is

located in:– Position Data– Job Data– Personal Data

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Navigation Tips, Continued

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Navigation Tips, Continued

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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

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Agenda







EPM Barbara Jacius



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Time and Labor Update

Leave Plans

No one should be using the conversion plans:• Sick - CNVDFS

• Vacation – CNVDFV

• PL - CNVDFP

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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.

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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.

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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

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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.

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Alternate Work Schedules, Continued

Examples:

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Working Conditions Stipend

• New process• For payments across bargaining unit• All members of the bargaining unit receive

payment• Agency deletes exceptions• Contact Belinda Thibedeau

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Working Conditions Stipend, Continued

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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

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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

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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

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Self Service Agencies, Continued

Example: Current pay period

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Example: Current time posted

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Example: Future pay period

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Agency Resolution:

Leave Accrual Balance Report

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Agency Resolution:

Reported Time

Report

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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

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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

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Contact Information

[email protected] 860-622-2262




mailto:[email protected]




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Agenda







EPM Barbara Jacius



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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.

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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.

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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.

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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.

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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

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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.

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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.

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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

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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.

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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.

http://www.core-ct.state.ct.us/user/hrjobaids/ben/default.htm

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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.

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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.

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Benefits Update


• 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.

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Benefits Update


• 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:

[email protected]

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Agenda







EPM Barbara Jacius



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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

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EPM Enhancement

EPM New Reporting Table, Continued

Public Query:

CT_CORE_HR_EMERGENCY_CONTACTS

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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

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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

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Reporting Table to Role Mapping

• Updated to include all projects/costing module roles.

http://www.core-ct.state.ct.us/epm/

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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

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Agenda







EPM Barbara Jacius



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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

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Agenda







EPM Barbara Jacius



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Questions/Discussion

1 state of connecticut core-ct hrms users group meeting january 15 & 16, 2008

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