HR / Payroll Conference Call

November 17, 2015

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Agenda

• OM/PA Updates

– Bonus Eligibility List

– OM PCRs

• Payroll Updates

– Bonus Pay

• Time Updates

– Daylight Saving Time

– Holiday Accruals

– Deletion of IT2006/Q40 Records

• Benefits Updates

– Annual Enrollment Updates

– Decommissioned BI reports

– One Time Deferrals for December

– New DNTK Process

Bonus Eligibility List

• The Bonus Eligibility List was emailed to all central HR contacts on

Tuesday, November 10th. The eligible employees were pulled from

BI, so any changes made on 11/9 and later were not picked up on

the report.

• Remember, the employee must have been employed on

November 1, 2015 to be eligible for the bonus. We know actions

with effective dates prior to 11/1/15 have been processed since

11/9/15, and agencies will need to update the spreadsheet to

indicate this information if it impacts amount or eligibility for the

bonus.

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Bonus Eligibility List (continued)

• Please update the report as follows:

– If the working hours have been changed, please highlight the row in

yellow. Please pay special attention to Column O – employee hours per

week, as this field was used to determine if an employee is eligible for

the full $750 or a pro-rated amount. The agency is responsible for

updating the work hours on IT0007 if necessary. Remember, it is the

working hours as of 11/1.

– If the employee separated with a last day worked of 10/31/15 or before

and is no longer eligible, please highlight that row in red. That will alert

us to remove the employee from the final load.

– If you have a new employee hired effective 11/1 or before that is not

listed and is eligible for the bonus, please add as much information as

you can to the bottom of the spreadsheet and highlight in blue. Be sure

to add the amount of bonus pay!

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Bonus Eligibility List (continued)

• Remember, the information on the report was accurate as of

11/6/15. Numerous actions with potential impact on the bonus have

been processed since that time, and those are the ones that need to

be updated on the spreadsheet.

• B0080: Last Employee Action in Effect as of Selected Date can be

run to identify the last action on employees. Remember though that

this report pulls from the previous day’s data, so it’s possible there

could be a more recent action than what shows on the report.

• ZPA0189 – PA Workflow Report Current can also be used to identify

actions by effective date. For example, you can run a list of all New

Hires and Non-Beacon to Beacon actions for personnel area

1901(DPS) effective 10/1/15 – 11/1/15. You would then cross

reference the output with the bonus report, and see if any

employees need to be added. (*Note – don’t forget to search for any

temp to perms hired 11/1/15 and prior that may have been

processed after 11/6)5

Bonus Eligibility List (continued)

• ZPA0189 example report for New Hires, Non Beacon to Beacon,

and Reinstatement actions effective 10/1/15 – 11/1/15 (remember

to use multiple selections to select your action type codes):

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Bonus Eligibility List (continued)

• ZPA0189 example for Temp to Perm (and Perm to Temps): You can

use effective date to get a total count of Transfer PCRs effective

from 10/1/2015 to 11/1/2015, then sort the output based on reason

and “Changed on” date. If the changed on date is after 11/6/15, you

will need to make sure the employee is identified correctly on the

spreadsheet.

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Bonus Eligibility List (continued)

• ZPA0189 example for separation actions: You can use the

effective date fields to get a total count of separation PCRs from

9/30/15 to 10/31/15. Remember, the effective date of a separation

PCR is usually the last day worked. If the effective date of the

separation PCR is 10/31/15, the employee is not eligible for the

bonus. If the effective date is 11/1/15, the employee is eligible for

the bonus:

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Bonus Eligibility – Next steps

• 11/20/15: Spreadsheets due back to BEST

• 12/4/15: IT0015 updated with the bonus amount per the agency

spreadsheets. Any changes to the bonus amounts after this date will

need to be maintained by the agency.

• 12/11/15 – 12/14/15: Bi-weekly agencies can review the bonus

payments on the remuneration statements. Agencies are

responsible for making corrections on IT0015 as necessary.

• 12/11/15 – 12/16/15: Monthly agencies can review the bonus

payments on the remuneration statements. Agencies are

responsible for making corrections on IT0015 as necessary.

• 12/18/15: Check date for Bi-weekly agencies.

• 12/22/15: Check date for Monthly agencies.

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OM PCRs - Reminders

• Please do not send in tickets asking about an OM PCR status or an

OM PCR approval.

• The OM/PA team members are reviewing their PCR inbox every day

and will get to your request in a timely manner.

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Payroll – Bonus Pay Updates

• Bonus payment is not subject to retirement, however it is

subject to all taxes, Social Security, Medicare, federal and

state withholdings.

• Bonus payments may be deferred for any of the supplemental

retirement plans, such as 401k, 457 and 403B.

• The bonus is also eligible compensation that may be used in

garnishment deduction calculations, salary overpayment

deductions, and catch-up deductions for missed insurance

premiums.

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Payroll – Bonus Pay

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Payroll – Bonus Pay

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Return to Eastern Standard Time

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“Fall Back” occurred on November 3rd at 2:00

a.m.

Maximum of 25 hours could be worked and/or

on-call

SAP limit is 24 hours in one day

Payroll Admin can enter additional pay amount

on IT2010/19TS

Transition Adjustment – posts to salary/wage

accounts in GL

WT1714 On Call Daylight Savings – posts

to callback account in GL

Maximum that can be entered is $10

Always include a text note

“Fall Back” occurred on November 3rd at 2:00• Daylight Saving Time ended on November 1, 2015, at 2:00 a.m.

• Maximum of 25 hours can be worked and/or on-call on 11/01/2015

• SAP limit is 24 hours in one day

• If an EE needs to record additional time worked or on-call on

11/01/2015 (up to one hour), a Payroll Admin can enter additional

pay amount on IT2010 (with explanatory note)

Subtype 19TS – Transition Adjustment

- For time worked

- Posts to salary/wage accounts in GL

Subtype 1714 – On Call Daylight Savings

- For on call time

- Posts to callback account in GL

- Maximum that can be entered is $10

Holiday Accruals During Payroll Corrections

• As you know, when payroll initializes for MONTHLY payroll, that

same night we run time evaluation through the last day of the

month.

• In the past, this has allowed upcoming holidays to accrue earlier

than 30 days prior to the holiday.

• An enhancement to the system will no longer accrue holidays early

when we are in payroll corrections. They will accrue normally on

the expected accrual date (30 days prior).

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Holiday Accruals During Payroll Corrections

• Since today (11/17/2015) is initialization, tonight we will run time

evaluation through the last day of the month.

• Previously, tonight’s time eval run would have accrued the 3

Christmas holidays early.

• New logic in the system will now prevent the 3 holidays below from

accruing until the actual accrual dates listed.

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Accrual Dt Holiday Expir Date

11/23/2015 12/23/2015 1/21/2016

11/24/2015 12/24/2015 1/22/2016

11/25/2015 12/25/2015 1/23/2016

Deletion of IT2006/Q40 Records

• This week, you may start to see changes on PT50 related to Quota

40 (Holiday Leave).

• Production Support is in the process of deleting 2008-2009 zero line

items. The single record will reflect the consolidated entitlement,

remaining balance and requested quota amounts like the other

quota records on PT50.

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Benefits – Annual Enrollment Updates

& Reminders

• Annual Enrollment ends midnight November 18th, 2015

– Remember!! EMPLOYEES MUST ACT IF THEY

WISH TO MAINTAIN OR LOWER THEIR

PREMIUMS for the 80/20 or CDHP!!

• Enrollment choices for benefits will be effective:

– Plan Year: 1/1/16 – 12/31/16

– 1st SHP deduction in December 2015

– 1st NC Flex deduction in January 2016

• Employees should:

– Print Benefits Summary Report –BF (eEnroll) to

review accuracy of benefits and wellness credits

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Benefits – Annual Enrollment Updates &

Reminders

• Employees should:

– Review paychecks in December 2015 and January 2016

• Ensure premiums are correct in Beacon

• Health Assessment:

– 5-7 days for the premium credit to display in eEnroll

• Dependent Icon Not Available

– A dependent icon is supposed to be available on the employee home page for additions & edits, but this was not corrected for BEACON Agencies prior to the end of enrollment

– Additionally, it has been reported that employees have had issues enrolling dependents.

– For any continued issues, please have the employee contact the Eligibility and Enrollment Service Center at 1-866-859-0966

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Benefits – Annual Enrollment Updates &

Reminders

– Cancer Enrollment available on the Subscriber Benefits

Summary under a “View Only” Benefits table after the

Open Enrolment and Current Enrollment options

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Annual Enrollment Exceptions

• Annual Enrollment ends midnight 11/18/15

• Employees are encouraged to print their Subscriber Benefit Summary to verify enrollment changes

• For any discrepancies:

– State Health Plan • Employees need to have their Agency HBR submit an

Exception Request to:

• hbr.inquiries@nctreasurer.com

– NC Flex • Tickets can be submitted to BEST through the end of Nov

to verify if activity in eEnroll can support an enrollment attempt

• If an attempt can be confirmed, BEST will update the record

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Reporting Changes

Since BEACON is no longer the enrollment system, certain benefits reports have been decommissioned:

Decommissioned BI Reports – will NOT transfer to BOBJ:

• B0008: Pending EOI Report - EOI approvals are handled by Benefitfocus & will be transferred to BEACON

• B0009: Benefit Annual Enrollment Statistics

• B0045: Benefits Medical Information – Wellness credit information is no longer housed in BEACON

• B0052: Insurance Plan Cost

Once Annual Enrollment data is transferred into BEACON, employees will be able to print Benefit Confirmation Statements & HBRs can run Employee Participation reports from BEACON

eEnroll Report:

• BEST will be emailing Agencies a Benefits Detail report that will indicate employees enrolled in 80/20 or CDHP plan and what wellness credits have been applied as of 11/16/15

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One-Time Deferral Processing Requests

• BEST will need adequate time to enter and process

December’s employees’ 401k/457 one-time deferral

with eligibility of bonus pay.

• One-time deferral forms are to be sent by the 10th of

the December to ensure processing for that month’s

payroll deadline.

• BEST cannot guarantee any deferrals submitted during

the payroll initialization period will be processed.

• If the deferral is for the bonus payment, please indicate

that on the deferral form, otherwise, BEST will be

looking for a separation action & IT416 leave payout

OR a longevity payment.

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DNTK Process

• Deduction Not Taken (DNTK) – Report that identifies employees whose benefit insurance plans are

termed due to premium deductions that have not been taken as a result of LOA-leave without pay (LOA/LWOP) status.

– This report will be provided to you monthly as a reminder to mail the employee the Continuation of Benefits while on LOA Notice letter.

• Attachments that will be sent are:– DNTK Spreadsheet - A spreadsheet that identifies employees who did

not have deductions taken for insurance plans in the previous payroll month.

– Continuation of Benefits while on LOA Notice letter - A letter that outlines continuation options for insurance plans during an employee’s LOA/LWOP status. A generic copy of this letter will be provided. This letter can also be printed from BEACON/SAP using the transaction ZBNS008.

– DNTK-LOA Guide - A guide that provides instructions on how the spreadsheet data is gathered and the criteria regarding the termination of insurance plans.

– LOA HBR Guide - A job aid that explains how an employee’s benefits are administrated during a Leave of Absence (LOA).

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Questions

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Until Next Time….

This presentation & recording will be posted on the BEST

Shared Services website:

• http://www.osc.nc.gov/BEST/index.html

– Under Support Material / Human Resources / HR/Payroll

Conference Call Webinars

The next HR/Payroll Conference Call webinar is scheduled

for:

– 12/15/15 at 10am

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