1 state of connecticut core-ct project hrms users group meeting june 3 & 4, 2004

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State of ConnecticutCore-CT Project

HRMS Users Group Meeting

June 3 & 4, 2004

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Agenda – Time and Labor Update

Anne North and Sue MartinKey Messages

Bill MoricoBenefits Update

HRMS TeamQuestions & Discussion

Belinda ThibedeauTime and Labor Update

Lina SimonuHuman Resources Update

Nancy Ribes & Mark BissoniPayroll Update

Business Process Updates

Anne North and Sue MartinWelcome

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General Updates

Welcome

June Hours of Operation – 6AM – 8PM, Monday – Friday

Staffing Changes:• Accenture Team is leaving at the end of June

(reduction of staffing of 30 percent)• Retirements• HRMS Team Focus is on Transition

Reinforcing use of the Help Desk

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New Payroll Schedule

Welcome

During each Payroll processing week:

• TL cutoff will be end of day Wednesday

• C/P Overrides due by Thursday at 10 AM

• All users shut out of system on Thursdays at 2 pm

• No extensions to be granted due to Holidays

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Payroll Update

Updates

Questions/Feedback on New Payroll Schedule?

Retro Pay Status– Tested and in Limited Release – Central Payroll Only– Some limits to functionality– Process is calculating Retro payments but is not adding them to

Additional Pay – Hoping for Agency release in the Fall

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Human Resources Update

Updates

• Company Seniority Date – Core-CT has processed the Company Seniority Date to April 30, 2004. Agencies that did not complete Task 72 must now update their employees to April 30, 2004

• Mass Salary Increases for 6/11/2004, 6/25/2004 and 7/1/2004

• General Comments – make sure to update the General Comments when creating a new Job Data entry.

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Positions

Monthly Position Status Report

In Position Data, on the Specific Information tab, under Education and Government are these two fields:

• FTE indicator – indicates % of FTE value• Adds to FTE Actual Count – check if adds to your agency’s

established position count

Position transfer • Only when the position transaction is approved do you transfer the

employee in job data• The departments must match in position and job data.

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Positions

Recent Position Data Changes

• Transfers within your own department structure no longer require Position Approval

• Position Approval History Report – new report to show where position is located in workflow and the type of action that is occurring.

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Fiscal Year End

Fiscal Year End

• Position data will need to be shut down to complete Fiscal Year End for approximately 3 days.

• Anticipated days are 6/21/2004 – 6/24/2004. Watch for a Daily Mail with final dates.

Read the 5/28/04 Job Aid for a detailed description of the Fiscal Year cutover

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Time & Labor Update

New Leave Plans

• Three new leave plans have been created: Sick - SNOACC Vacation - VNOACC PL – PNOACC

• These plans allow employees to use leave time, but no accruals will be earned

• Accruals must be manually entered on the Weekly Elapsed Time page using the add TRCs: SKAA, VAA and PLAA.

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Time & Labor Update

PT Accrual Calculation

• Each month the accrual process is run for all employees and the full time accrual amount is credited. During a separate process, the Part Time Accrual calculations are run and the full time accrual is reduced to the appropriate amount

• PT Accruals are based on one of two criteria: Scheduled Hours or Hours Worked

• The calculation based on Scheduled Hours looks at the Schedule the employee is enrolled in and compares it to what a full time person in the employee’s job code would work

• The calculation based on Hours Worked adds up the hours actually worked (REG and OVT) for the month, then compares that total to the full time hours for the employee’s job code.

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Time & Labor Update

Notes on PT Accrual Calculation

• The calculation based on Hours Worked is currently being evaluated to ensure that all applicable REG hours and REG equivalent are used in the calculation

• If a part time employee is in a Zero_Hours schedule and the employee is enrolled in a leave plan that is based on scheduled hours, no accrual will be given.

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Time & Labor Update

Leave Accrual Adjustments

• When the TRCs CCE or CAA are used, Time Admin must run before the time is available for the employee to use

• When PLAA, VAA, or SKAA are used, the time sheet must run through the accrual process before time is available to use. This could take up to three weeks. Check the Accrual Calendar on the Core-CT website for the accrual process dates.

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Time & Labor Update

Time & Labor Exceptions

• After Time Admin is run, you should be checking for Exceptions on the Manage Exceptions page. You can view exceptions by employee or by group. Self Service>Role Manager>View>Manage Exceptions

• Agencies should review and correct exceptions as they occur

• A Job Aid will be available shortly that has a list of the Exceptions you may encounter along with possible solutions

• Most of the Exceptions reported to the Help Desk occur when an employee has been placed on a Leave of Absence in Job Data and the Time Reporter page is left Active and/or the employee remains in a Schedule. A Job Aid for placing an employee on a Leave of Absence will be available shortly.

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Time & Labor Update

Time & Labor Exceptions (cont’d)

• When an employee is placed on a Leave of Absence in Job Data, you must also Inactivate the Time Reporter page and place the employee in a Zero_Hours schedule

• If you have not completed those steps, an exception will occur when Time Admin is run. The exception will say: Inactive Time Reporter Status.

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Time & Labor Update

Tips for Cleaning Up Exceptions

• View the employee status on Job Data, Time Reporter Data and Assign Work Schedule to see where the discrepancy is

• No time can be reported for employees on a Leave of Absence. If time has been posted, it must be deleted in order for the exception to clear

• When the employee returns from leave, Job Data, Time Reporter Data and Assign Work Schedule must all be updated

• Time Admin may have to run before the exception will be removed from the Manage Exceptions page

• The Adjust Paid Time page cannot be used to make record-only adjustments until the pay period to be adjusted has been distributed to the General Ledger.

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Benefits Update

Benefits Topics Covered

• Open Enrollment Overview and Wrap-up• Benefits Data Cleanup• COBRA Processing• Manual Events Processing• Job Data Actions• Generating Initial COBRA Letter

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Benefits Update

• Open Enrollment Closed on May 28 – Agencies can enter elections until June 4

• Call the Help Desk if there is a specific issue with an employee’s eligibility that prevents enrollment

• The Open Enrollment event will be closed centrally for all employees

• Any events that were open prior to Open Enrollment will reopen if they were unprocessed, and therefore need to be closed by the agency.

Open Enrollment

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Benefits Update

Benefits Data Cleanup

• Will be sending files to agencies for you to clean-up, mostly those who are not in our file but who were never terminated in the carriers’ files. May also be those who have been on long-term LOA and were not converted

• Dependent cleanup – we will prepare a job aid on this subject. At this time agencies should correct a dependent record at the time

they go into the employee’s dependent record for any purpose.

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Benefits Update

COBRA

• Overnight Processing after benefits are terminated

• As of Date = First of the month following the date of the event

• Anthem is the COBRA Administrator

• Initiated through Job Data and Manual Events

• Termination of Health Insurance for Non-Payment is NOT a COBRA Event in and of itself. However, if there was a Job or Family status change event that led to the employee not paying there it may be a COBRA Event. Call OSC for assistance.

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Benefits Update

Manual Events

Family Status ChangesOverage Child

• Dependent relationship must be son or a daughter. Use Base Benefit Audit Report (Compensate Employees>Administer Base Benefits>Report>Base Benefit Audit By Agency) to determine incorrect relationships (Cigna Dental – Recognized Child)

• If the agency has documentation that the child is still in college, Student Box must be checked on Personal Profile Page of the Dependent Beneficiary Screen

• Use Overage Dependent report (Compensate Employees>Administer Automated Benefits>Report>Overage Dependent Report)

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Benefits Update

Manual Events, cont’d

Divorce• Dependent relationship must be changed from spouse to ex-spouse,

also change marital status and “as of” date of employee and ex-spouse

Marriage of a Dependent• Dependent relationship must be son or daughter

Termination of Benefits-Extended LOA (TEL)• Use this event when an employee is still on LOA for Job purposes,

but has lost all rights to state-paid health insurance.

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Benefits Update

Job Data Actions

Reduction in Hours• FTE reduced below .5 and employee not grandfathered

Termination• Use the Benefits Termination (Compensate Employees>Administer

Automated Benefits>Report>Benefit Terminations) report to identify which benefits must be terminated

• Each dependent will receive an individual COBRA letter, at their address if the address is different than the employee

Death• Each dependent will receive individual letter • Dependent relationship must be spouse, son or daughter

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Benefits Update

Job Data Actions, cont’d

Leave of Absence -- Job Aid coming soon

• Reason Codes that will terminate benefits: Suspension, Unauthorized Leave, Personal Leave, FMLA > 1 year, etc.

• Use Benefits Finalization Report to identify records to be processed• Once the Return From Leave event is processed in Job Data, re-

enter the employee elections to reinstate coverage • Use Missing Election Report (Compensate Employees>Administer

Automated Benefits>Report>Missing Elections) to process in a timely manner

• Use Leave of Absence By Dept Report (Administer Workforce>Administer Workforce(GBL)>Report>Leave of Absence By Dept)

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Benefits Update

Generating the Initial COBRA Letter

Compensate Employees>Administer COBRA>Report>COBRA Initial Letter

• “As Of” Date is the first of the month following the date of the event

• Verify Reprint checkbox in Group Header 2 box is not selected

• If an agency processes the COBRA event and no COBRA letter is generated, verify Dependent/Beneficiary relationship. If relationship is incorrect, update and save on Dependent/Beneficiary page and call Central Benefits to re-qualify the event. COBRA letter will not automatically be generated once change is done

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Benefits Update

Generating the Initial COBRA Letter, cont’d

• COBRA Letters must be processed through Core-CT

• COBRA letters are customized for the employee and the specific event

• Utilize COBRA Error Report (Compensate Employees>Administer COBRA> Report>COBRA

Error Report)

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Key Messages

Transition to Full State Ownership

• Accenture staff is here through June 30th

• In June, users are asked to work through State team members directly

• Some non-critical agency requests will be delayed in order to complete transition of HRMS tasks.

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Wrap Up

Thank 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 – Thursday, September 23, 2004 1:00 - 4:00 and Friday, September 24, 2004 9:00 – 12:00

Room 1002A and 1002B

101 E. River Drive

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Questions/Discussion

1 state of connecticut core-ct project hrms users group meeting june 3 & 4, 2004

Documents

labor update anne north

sue martin welcome slide

position transaction

fall slide

holidays slide

fiscal year end position

new payroll schedule

general updates welcome