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COPYRIGHT © 2015 PROSECUTING ATTORNEYS’ COUNCIL OF GEORGIAwww.pacga.org

OFFICE MANAGERS’ CONFERENCEOCTOBER 18-19, 2017

PAC Conference Center

WELCOME

Charles “Chuck” SpahosExecutive Director

MEET OUR FISCAL TEAM“Where EXCELLENCE IS THE STANDARD, NOT THE GOAL”

• Mark Williams, Chief Financial Officer

• Chantalia Cooper, Human Resources Director

• Tawanda Anderson, Senior Human Resources Generalist

• Shigel Smith, Human Resources Generalist

• Brittany Gray, Fiscal Operations Manager

• Latoria Smith, Fiscal Operations Specialist

• Trang Le, Fiscal Analyst

• Yvette Jackson, Accounts Payable Specialist

• Mia Wilson, Accounting Manager

• Celesta Murray, Payroll Administrator

• Gera Walker, Accountant


SELF CAREDR. CHRISTOPHER BELOUS

OFFICE MANAGERSUBJECT MATTER EXPERT PANEL


GRETCHEN NEGLES

AUGUSTA JUDICIAL CIRCUIT

“How to handle Closed File Management”

VICKI YEAGER

COWETA JUDICIAL CIRCUIT

“Time Management/Organization”

LUZ SANCHEZ

STONE MTN JUDICIAL CIRCUIT

“Training and Transitioning New Upcoming

Office Manager”

LAURA THOMPSON

DOUGLAS JUDICIAL CIRCUIT

Records Restrictions Procedures &

Responsibilities

Entering Prosecutor Actions into CCH

GARY BERGMANASSET FORFEITURE


INVESTIGATORSALARY PLACEMENTS

“NEW”


INVESTIATORS SALARY

PLACEMENTS

New pay scale effective July 1, 2017o Salary & Education

APPLICATIONwww.pacga.org , Resources, Forms, Most Popular Forms

INVESTIGATORS

Must be certified as a Peace Officer in accordance with the provisions of O.C.G.A § 35-8-8 and the Rules of the Ga. P.O.S.T. Council OR

If not yet certified, must complete the requirements for certification within 18 months of such appointment.

INV SALARY PLACEMENTS

PROSECUTION EXP.

o DA

OTHER EXP.

o Law Enforcement Investigator, Detective, GBI Agent or equivalent, Law Enforcement Supervisorabove the grade of Sergeant/Shift Supervisor, Law Enforcement Officer; Deputy/Patrol Officer up to Sergeant/Shift Supervisor, POST certified Probation/Parole Officer; Non-Investigator DA employee

INVESTIGATORS

STEPSo 1 yr. DA office = 1 stepo 2-4 yrs. Law Enforcement = 1 step

EDUCATIONo High school diplomao Associateo Bachelor’so Master’s

EXAMPLE

Associate degree

DA Investigator 2000-2005 (5 yrs.)

Law Enforcement Supervisor 2006 – 2011 (6 yrs.)

Deputy Patrol Officer 2012 – 2017 (6 yrs.)

Waycross – 5 steps (1:1)Law Enforcement – 3 steps (2:1)

Deputy Patrol Officer – 2 steps (3:1)Class 2, Step 8

SALARY PLACEMENTS

Requests for salary placements must be submitted to PAC Human Resources

FAMILY MEDICAL LEAVE ACT


FAMILY MEDICAL LEAVE ACT

What is the Family Medical Leave Act (FMLA)?

• 12 weeks of job protection

• Up to 26 weeks of job protection for Military

Exigency

FAMILY MEDICAL LEAVE

What are some qualifying reasons an employee may request FMLA for:

Childbirth or placement for adoption/foster care.

Employee’s serious health condition

Care of an employee’s child, spouse or parent who has “a serious health condition”

Qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on “covered active duty;”

FMLA FORMS

• PAC Website

Resources > Forms > Family and Medical Leave Act Forms

FMLA REMINDERS

ALWAYS provide timely notice to employees about their

rights under FMLA

ALWAYS require written notice and medical documentation

regardless of the leave balances

ALWAYS notify human resources if the absence will be at

least 5 days

ALWAYS be extremely cautious about terminating employees

on FMLA and make sure the termination is lawful

QUESTIONS

2018 OPEN ENROLLMENT


2018 ANNUAL ENROLLMENT

12:00 a.m.Monday, October 16, 2017

11:59 p.m.Friday, November 3, 2017


Pre Annual Enrollment Communication

Verify and/or reset passwords

Add or update email address

Verify mailing address

2018 ANNUAL ENROLLMENT REMINDERS

New Hires During Annual Enrollment

• Employees hired by November 1, 2017PY 2017: Current Plan Year for benefits effective December 1st

PY 2018: New Plan Year for benefits effective January 1st

• 2017 elected coverage will rollover for the plan year 2018, excluding Spending Accounts


Annual Enrollment materials will be available on each annual enrollment website

as well as the PAC website

FLEXIBLE BENEFITS


GABREEZE/FLEXIBLE BENEFITS

Plan Changes for 2018

Rate Increase

• 9.9 % increase for Long Term Care

• 8 % increase to Specified Critical Illness

• 25 % increase to the Vision Plan


Plan Modification for 2018

Specified Critical Illness

– 50% benefit for an additional and 2nd occurrence separated by at least 12 months

Select Plus Vision

– Increase in co-pays for progressive lens, transitional lens

– Allowance for contact lens will drop from $200 to $150


Plan Enhancements for 2018

Flexible Spending Account

• ADP is now known as WageWorks

• New website https://myspendingaccount.wageworks.com

• Login credentials will remain the same

• Limit increase from $2,510 to $2,560 for Healthcare Spending Account

GA BREEZEREMINDERS

selections online

Confirmation number will be provided upon successfulcompletion

Go online numerous times during the AnnualEnrollment period

Will retain the same confirmation number

Date/Time stamp will reflect the most recent completion

Print or save the confirmation page for records

GA BREEZE

GaBreeze Website

www.gabreeze.ga.gov

GaBreeze Benefits Call Center

1-877-342-7339

Monday-Friday, 8:00am- 5:00pm EST (excluding holidays)

QUESTIONS

STATE HEALTH BENEFIT PLAN


SHBP VENDORS & PLAN OPTIONS

Blue Cross Blue Shield of Georgia (BCBSGA)

Statewide Health Maintenance Organization (HMO) Health Reimbursement Arrangement (HRA)

– Gold, Silver and Bronze Plan Option

UnitedHealthcare (UHC)

Statewide Health Maintenance Organization (HMO) High Deductible Health Plan (HDHP)

SHBP VENDORS & PLAN OPTIONS

Kaiser Permanente (KP)

Regional Health Maintenance Organization (HMO)– Live or work in one of the 27 covered service areas

Additional Options

Tricare Supplement PeachCare for Kids

NEW PHARMACY BENEFIT

ADMINISTRATOR

CVS Caremark Blue Cross Blue Shield & UnitedHealthcare Mail order , home delivery, & specialty pharmacy

services Continue to use local retail/chain pharmacies Broad pharmacy network available at

http://info.caremark.com/shbp

HEALTH AND WELLNESS

VENDOR NAME CHANGE

formerly known as

Blue Cross Blue Shield & UnitedHealthcare Administer the Wellness Incentive Credits No changes to website (www.BeWellSHBP.com) No changes to the amount of credits earned Unused well-being incentive credits will automatically

rollover Completion of Wellness Incentive Requirements (January

1 – November 30, 2018)

BCBSGA & UNITEDHEALTHCARE

WELLNESS REQUIREMENTS

• Complete the RealAge Test• Complete a Biometric Screening

You and your covered spouse can each earn 240

well-being incentive credits

• Telephonic Coaching Pathway• Online Pathway

You and your covered spouse can each earn up

to another 240 well-being incentive credits

KAISER PERMANENTE

WELLNESS REQUIREMENTS

Take Your Total Health Assessment

Complete a Biometric Screening at a KP

Medical Office

Complete all Age and Gender Appropriate

Preventive Screenings

Complete One Online Healthy Lifestyle

Program (HLP)

Earn a $500 Visa Gift Card

For details go to www.my.kp.org/shbp or call 866-300-9867

SELECTING BENEFITS ONLINE

www.mySHBPga.adp.com

May go online as many times as needed

Print or save keep a copy of the confirmation

page

ANNUAL ENROLLMENT

REMINDERS

If no action is taken, employees coverage will default to current plan option

Employees should read and make sure they understand the plan materials

Confirm and answer the tobacco surcharge question appropriately

Check payroll deduction

QUESTIONS

LUNCHTIME

RETIREMENT


RETIREMENT– The Employees’ Retirement System (ERS)

Established on January 1, 1950 to administer retirement benefits for the

State of Georgia Employees.

ERS provides service retirements, death and disability benefits, refund

of contributions and interest to members who leave state employment.

3 different Benefit Structures

o Old Plan, New Plan and Georgia State Employees’ Pension and

Savings Plan (GSEPS).

All full-time employees of participating departments and agencies are

required to become members as a condition of employment (some

restrictions apply).

RETIREMENT• Old Plan

Current Members continuously employed on a full-time basis since

before July 1, 1982

1.5% of earnable compensation; 1.25% goes toward member’s annuity

and .25% goes toward Group-Term Life Insurance

• New Plan

Employees first or again becoming ERS Members on or after July 1,

1982 and before January 1, 2009

1.5% of earnable compensation; 1.25% goes toward member’s annuity

and .25% goes toward Group-Term Life Insurance

RETIREMENT

• What is Group-Term Life Insurance? Life insurance coverage for both retired and active members of

ERS, LRS and some JRS members.

As of 2009, no new members will be enrolled

.25% contribution is deducted for this life insurance coverage

Coverage is equal to 18 times your monthly salary

At age 60, coverage is reduced

Active members who terminate, have 18 years of service and are not eligible to retire can continue coverage – direct pay to ERS.

Retiree coverage continues at a reduced level (70% of their age 60 level).

Retirees are no longer required to contribute for the benefit but it will continue until payout at time of death.

GA STATE EMPLOYEES PENSIONS

& SAVINGS PLAN (GSEPS)• Defined Benefit Pension Plan

• Employees first hired on or after January 1, 2009

Contributions are 1.25% of your pensionable salary

Vested in defined benefit plan after 10 years of state service

• 401(k) Plan

New employees are automatically enrolled at 5%

100% match of the first 1%

50% match for each additional percentage you contribute, up to

5%

Total state match is 3% of salary, based on an employee

contribution of 5%

20% vesting for each year up to 5; 100%

RETIREMENT• Normal Service Retirement

Age 60 with 10 or more years of service

30 years of creditable service at any age

Old plan members: 34 years of service, age and service projected to 65

o “34-year Projection”: Employee reaches 34 years of service, if younger than

65, ERS will take the difference between 65 and their age at retirement and

ADD that number to their 34 years of creditable service

• Early Retirement

25 years with 7% penalty for each year less than 30 or each year under age 60.

whichever is less.

• Disability Retirement

Old and New Plan: 13 years and 4 months of creditable service

GSEPS Plan: at least 15 years of creditable service

RETIREMENT

The Judicial Retirement System (JRS)

Established on July 1, 1998 to administer retirement benefits for the

Superior Court Judges Retirement, the District Attorneys Retirement

System , the Trial Judges and Solicitors Retirement Fund and certain

employees of the Attorney General/Legislative Counsel.

Anyone assuming the office of Superior Court Judge or District

Attorney who is an active member of the Employees’ Retirement

System (ERS) at the time may elect to continue their ERS

membership rather than join GJRS.

Contributions are 7.5% of the member’s earnable compensation

Members covered under the Group Term Life Insurance (GTLI) plan

pay an additional 0.25% of earnable compensation toward GTLI.

RETIREMENT• JRS Regular Retirement

Age 60 with at least 10 years of vesting service and at least 16

years of Creditable Service

• Early Retirement

Age 60 with at least 10 years of vesting service and between 10

and 16 years of Creditable Service

• Disability Retirement

You may receive a Disability Retirement benefit if you:

oAre an active GJRS Member at the time you become

disabled;

oAre unable to perform your job and

oHave attained at least four years of Creditable Service

QUESTIONS

HR TOPICS


Chantalia Cooper

HR DirectorTawanda Anderson

Sr. HR Generalist

Shigel Smith

HR Generalist

PAC DEMOGRAPHICS

Veterans Baby Boomers Gen X Millennials Gen Z

Gen Z

Workforce by Generation

Baby Boomers

Millennials

Gen X

Veterans

New HR Electronic Forms

Overview

Job Requisition Form

Job Application Form

What’s To Come: Employee On-Boarding


What is a Job Announcement?

Components of a Job Announcement SHOULD list the essential functions of the job

SHOULD state the job qualifications and pre-requisites

SHOULD include “Equal Opportunity Employer”

SHOULD BE MINDFUL of preferred qualifications

Job Application Formhttp://lf.pacga.org/Forms/jobapplication

Form used two ways:

oRequest salary placement

oNew employees

What’s To Come: Employee

Onboarding

What is Employee Onboarding?

Components of Employee Onboarding

Benefits of the New Process

Wrap-Up


Job Application Form

What’s to Come: Employee On-Boarding

Questions

TERMINATIONS

AT WILL STATEMENT

o “Services no longer needed”

o Employee can potentially receive unemployment

TERMINATION FOR CAUSE

o Dismissals (ex. Tardiness, poor job performance, etc.)

o We will assist you with fighting the unemployment claim

LEAVE TYPES & LEAVE PROCESSING


LEAVE TYPES Annual Leave Less than 5 years continuous state service (10 hrs. per month) 5 - 9 years continuous state service (12 hrs. per month) 10+ years of continuous state service (14 hrs. per month)

Sick Leave Accrual rate 10 hours per month

Forfeited Leave Annual leave over 360 hours Sick leave over 720

Personal Leave Court Leave FLSA Compensatory & Georgia Compensatory Time Education Leave Military Leave

FLSA & GEORGIA COMP

What is FLSA Comp?

What is Georgia Comp?

EDUCATION LEAVE Offers up to eight (8) hours of paid time off each calendar year for

the purposes of supporting education in Georgia

Employees must be non-temporary and full-time

Activities must be “directly related to student achievement and academic support and may range from early care to learning through higher education

Employee may be, but is not required to be, the parent of a student

Employee cannot receive pay for services they perform

LEAVE ADJUSTMENTS

If an employee earns Comp Time, it must be submitted on the electronic Leave Adjustment Form

All FLSA earned (1.5) will be calculated by our office once leave adjustment is received

Leave adjustments are due no later than the 25th of each month

Comp time will be reflected in the employees’ leave balance on the next pay date

Form located on the PAC website www.pacga.org

QUESTIONS

HUMAN RESOURCES OFFICE PROCEDURES


PERSONNEL ACTION FORM

All paperwork for new hires and terminations should be attached to the Personnel Action Form (PAF)

Please ensure that all fields are completed on the PAF

Allows for a quicker processing time


(Terminations)

EXAMPLE: AN EMPLOYEE’S ACTUAL LAST DAY OF WORK IS 10/18/2017.

***WHAT DATE IS PLACED ON THE PAF?***


(Terminations)

CORRECT: 10/18/2017

EMPLOYMENT ELIGIBLITY

VERIFICATION (I-9)

I-9 and supporting documents must be submitted

within 3 days of the hire date.

PRE-EMPLOYMENT DRUG SCREEN

100% COMPLIANT

ALL DRUGS ARE TO BE COMPLETED WITHIN 10 DAYS OF EMPLOYEE(S) HIRE DATE

QUESTIONS

TEAM WORK MAKES THE DREAM WORK

FISCAL UPDATES


Brittany Gray

Fiscal Operations Manager

Fiscal Updates and Reminders

Concur/Travel

Internal Purchase Order Process

Dates to Remember

Payroll Reminders

PAC Document Direct Portal

Concur/Travel

Concur/Travel Updates

The HR welcome letter explains how to get set up for

expense reimbursement in Employee Self Service.

State employees traveling within Georgia on multi-day

trips now receive 100% per diem on the first and last

day of trips.

In Concur under the hotel expense item uncheck the

“Travel Allowance” box if the hotel was not booked

through Concur.

Concur/Travel Updates

Acceptable lodging receipts will include the following

items:

Name and address of vendor

Dates of service

Description of service

Amount paid for each individual item.

Council Policy 4.10(3)(b) states, “An employee may

request reimbursement to be paid to a third party, such

as county government... “

Reminder SPCRs are state employees.

Concur

Mileage Calculator

Do not type in mileage.

Use actual addresses and not city points.

Enter the employees ACTUAL route.

Deduct round trip commute on a normal business day.

Concur Cont…

Make sure the trip end date is accurate in the header.

List the attendees you shared a room with.

Divide the cost equally.

Only ask for the allowable amount reimbursed for

the hotel stay.

Summer Conference: $140

Attach receipts for items $25 or more.

Concur Cont…

Expense Reimbursement bank account is under a

separate section in Employee Self Service than Direct

Deposit.

Combining personal and state commute- SOG Travel

policy states, “…reimbursement may not exceed the

amount it would have cost the State if the traveler did

not combine personal travel with business travel.”

Check the personal box in the mileage calculator only if

the commute mileage is personal.

Scenario #1

If 6 employees rent a condo for their stay during

Summer Conference and they stay for a total of 5 nights.

How much will each attendee get reimbursed for their

lodging if their total bill is $3,050? (Note: They are all

less than 300 miles away from Jekyll Island.)

Answer:

$3,050/6 = $508.33 per person

$508.33/5 = $101.67 per night

$101.67 X 3 = $305.01

Scenario #2

You and your spouse stay in a hotel room together

for 3 nights and both of you are ADAs. One individual

asks to be reimbursed $140 per night and the hotel bill

total is $600. How much can the other spouse ask to be

reimbursed? (Note: Each individual is eligible to be

reimbursed up to $140)

Answer:

Spouse #1

$140X3= $420

Spouse #2

$600-$420= $180 remaining

Internal Purchase Orders

What is an Internal Purchase Order?

PAC purchase goods on behalf of the circuit.

What is the current process?

Circuit makes payment to

vendor and send PAC a copy of

the check.

PAC sends vendor invoice to Circuit for

payment.

PAC orders the goods.

Circuits sends letter signed by the DA stating that they will

use local funds.

Circuits contact PAC for

purchasing goods.

Internal Purchase Orders Cont.

What changes for the Circuits?

When does this change go into effect?

November 1st

Circuits make payment

directly to PAC.

PAC sends invoice to Circuits.

PAC pays vendor.

Circuit notifies PAC when goods are received.

PAC orders the goods.

Circuits sends letter signed

by the DA stating that they will use local funds.

Circuits contact PAC

for purchasing goods.

Dates to Remember

Travel statements go out by the 10th of every month.

SPCR invoices and Food Stamp Fraud (FSF)

Statements go out by the 5th of every month.

The payments for the Unmanaged FSF funds are

made on a quarterly basis.

Payroll Reminders Non Cash Fringe Benefit/Vehicle Usage forms

(VH2) are due by the 20th of every month.

If not submitted on time then Payroll will make the

calculation for you assuming full month usage.

Hourly timesheets are due by the 1st and 16th.

2017 W-2s will be mailed to the mailing address on

file.

Update mailing address in Employee Self Service.

PAC Document Direct Portal

What's in the Portal?

SPCR Invoices

SPCR Contracts

Travel Statements

Food Stamp Fraud Statements

HR Documents

http://lf.pacga.org/WebLink8

Questions???