powerpoint presentationagencies from best. • re: slide 17 - will the open enrollment webinars be...
TRANSCRIPT
9/18/18 1
The following conference call is presented in audio and video and is being recorded.
If you have questions regarding any part of the content,
please contact:
Liz Brown
29/18/18
• OM/PA Updates• Data Cleanup
• Accurate PA Records (LOA, Investigatory with Pay, Separation Pay Continuation)
• Temp to Perm & Contract Field
• Comments on Settlement Actions
• Payroll Updates• Storm Information
• Reminders on Off Cycle Checks
• Time Updates• Work During Emergency Closing
• Benefits Updates• Open Enrollment – Reminder
• Open Enrollment Webinars for HBRs
• NC Flex Updates
• Leave of Absence – NCFlex Reminder
• NC Flex – Dependent Daycare QLE
• Training Updates
9/18/18 3
• We will amp up the teamwork between OSHR, OSC and the Agencies to ensure that we have the most accurate records in the Integrated HR/Payroll System as possible.
• We will send some reports that need attention as well as empowering you to be proactive.
• Some reports we send are due to error kick-outs and these will need more immediate attention. We will be sure to let you know how urgent each project is, as we know that everyone is busy with many projects at any given time.
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• When an employee is on an LOA and a record is worked, such as a Legislative Increase or a Transfer within Agency Reorganization, the employee MUST be put back out on LOA.
• The mass programs that OSC uses automatically does this as part of the program.
• If the employee is not placed back on LOA, the system sees them as an active employee and the employee will be overpaid if they are not using leave and/or 9400 (Leave without Pay) has not been entered.
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• Per OSHR, if an employee is placed on Investigatory W/Pay, there must be a follow up Reinstatement-Return from Investigatory Placement Leave action.
• The employee cannot go straight from the Investigatory action straight to another action such as a demotion, separation, etc.
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• Important step that is often missed.
• Not part of a “normal” separation action.
• Must click on the assignment tab on IT0001, otherwise the employee will not be separated from their position.
• Instructions for how to complete this tab are included on the BPP.
• Link to BPP page 21 and 22:• https://files.nc.gov/ncosc/docum
ents/Training/BPPs/PAWorkflowZPAA076SeparationPayContinuationAction.pdf
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• Employees should not remain on a Separation Pay Continuation action longer than the duration of the reason for the Pay Continuation.
• OSC/Liz Brown has been sending regular notifications for the past few months of employees that need to be reviewed.
• Remember, if you are correcting records retroactively, to include the reason for retro in your action comments as BSS will need this information prior to working your action.
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• If you know the end date of the Separation Pay Continuation, it is a best practice to go ahead and work the Separation Cancel Pay Continuation action.
• Just remember to work the Separation Cancel Pay Continuation at least one business day after the Pay Continuation action is worked.
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• The contract field on IT0001 is used for designating benefits eligibility for temporary employees.
• This field should not be populated for permanent employees. (Exception: rehired retirees who are PT and still receiving their retirement benefit.)
• BSS should delete this field when we work Temp to Perm actions, but please check behind us…as you are reviewing the rest of the employee’s record.
• Check reinstatement actions for employees returning to perm appointments are serving as temporaries.
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• Settlement actions must include the minimum comments as set forth by the Action Notes Template per OSHR.
• As always, be careful not to include sensitive information.
• Example: Changing the reason of a separation from a Dismissal to a Separation-Personal Reasons.
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• You would include the minimum comments outlined on the template for a Separation due to Personal reasons. This does not include any information related to the action being a settlement action.
9/18/18
This Photo by Unknown Author is licensed under CC BY-SA
• Biweekly payroll will be finalized on Tuesday 9/18 as expected .
• Monthly payroll will start on 9/19 and finalize on 9/25 as expected.
• Temp Solutions is working with their employees who are displaced to ensure they are paid on the off cycle.
• If you have any storm related issues with your payroll – please contact BEST so we can work with you.
139/18/18
• Off Cycle checks • Off cycle checks will be issued for BASE PAY only. • Other pay types such as payouts, overtime, annual longevity
will not be processed as off cycles. • These will be paid in the next regular pay cycle.
• Requests for off cycle payments need to be submitted via a ticket to [email protected] by an authorized agency representative.
• Please put “OFF CYCLE” in the subject line.• Request must be received by MONDAY before 12 N.• Off cycles are processed generally with a Wednesday check
date and mailed to the Employee at their address in the Integrated HR/Payroll system.
• Checks can be picked up by an agency representative if requested in the initial ticket request.
9/18/18
• A/A 9514 –Work During Emergency Closing should only be recorded when a facility is closed, and there is a need for staff to remain on site.
• Employees who record A/A 9514 will get hour-for-hour comp time which can be consumed before it expires one year after accrual.
9/18/18
• Open Enrollment will be from September 29, 2018 to October 31, 2018.
• All plan changes (State Health Plan and NC Flex) will be effective 1/1/2019.
• All employees’ current NC Flex Plans have been mapped in eBenefits for 2019.• Exception: Healthcare and Dependent Daycare Flexible Spending Accounts –
Employees MUST Re-enroll each year.
• All employees currently enrolled in the State Health Plan have been mapped to the 70/30 Plan for 2019.• Employees who want to enroll in the 80/20 plan or who want/need to complete the
Smoking Attestation WILL NEEED TO TAKE ACTION DURING OPEN ENROLLMENT.
• There is NO premium increase for the employees for 2019.
• There is a premium increase for the Employer Cost. • This cost is going from $498.68 to $518.64 per employee.
• CVS Caremark is the new vendor for the Smoking Attestation.• Employees who indicate they smoke but will take part in the Smoking Cessation
Program will need to visit a Minute Clinic at a CVS Pharmacy at least once within 90 days of the end of Open Enrollment.
• A second session at the Minute Clinic will be provided if the employee chooses to go.
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• The State Health Plan is offering several convenient webinars to help employees get the information they need to make the best choice for 2019.
• Webinars will be from September 20, 2018 to October 25, 2018. See the list of webinars below for dates and times:
• Click the link below to register for the webinars: https://www.shpnc.org/blog/2018-08-16/open-enrollment-coming-soon-are-you-ready
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• Two (2) Webinars presented by Benefitfocus have been scheduled for HBRS. They are:• Tuesday, September 18th from 2pm to 3pm• Rescheduled - Thursday, September 27th from 11am to 12pm• Note: the webinar scheduled for Thursday September 20th
at 10 am has been rescheduled.
• Benefitfocus will discuss Open Enrollment and sharing screenshots of the enrollment system.
• If you did not get the invite for these sessions, please email Liz Brown at: [email protected] and she will send you the link.
• This training is open to all HBRs, even if you do not have view access in the system.
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• The 2019 Benefits Enrollment Guide has been uploaded to the NC Flex website: https://oshr.nc.gov/document/ncflex-benefits-enrollment-guide
• HBRs can begin ordering the Guide from the HBR website: https://oshr.nc.gov/state-employee-resources/benefits/nc-flex/hbr-exceptions-form
• Scroll towards the bottom and click on the tab for guide orders.
• You will need to enter the password “flex” to place your order.
• Orders for the Guides began being shipped in early September.
199/18/18
• Employees on Leave of Absence – NC Flex Plan deductions continue as long as there is enough money to deduct the premium.
• Once the employee goes into a Leave without Pay Status (LWOP) and a premium deduction is missed:• BEST indicates the EE in eBenefits as Leave without Pay (LWOP) and
terms the NC Flex Plans.• Termination date is determined by the last month in which a
deduction for ALL NC Flex Plans was taken.• The employee can pay the NC Flex Vendor(s) directly to keep the
plan(s) active. • Exception: Employees do not need to pay EyeMed while on LOA.
• Upon re-instatement the employee has 30 days to re-enroll in the NC Flex Plan(s) they had prior to the LOA.• Evidence of Insurability (EOI) may be required for Group Term Life and/or
Cancer.• Agency HBRs are responsible for giving each employee who goes
out on LOA a copy of the Leave of Absence Letter.
9/18/18
• There appears to be some confusion regarding whether or not an employee can make a change to their DDCFSA when they have a valid QLE. Here is the list of QLEs and the action that can be taken:
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This presentation & recording will be posted on the OSC website
http://osc.nc.gov/
• Menu Path from OSC Home Page:
• State Agency Resources/Customer Service HR Payroll/Payroll Conference Calls, or
• Direct Conference Call Presentation Link:
https://www.osc.nc.gov/state-agency-resources/customer-service-hrpayroll/2018-hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 10/16/18 at 10:00 a.m.
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• Payroll• Re: Slide 14 – Will all Temps be paid on the off cycle payroll or will the Agencies have to
request it? Agencies will need to request an off cycle payroll for any Temp employees whose time did not get entered and approved for the bi-weekly payroll period 9/8/18-9/21/18 due to the inclement weather. Off cycle requests need to be received at BEST by close of business Monday 9/24/18 for a paper check to be issued 9/26/18. Checks will be mailed to the address in the system unless otherwise requested in the off cycle request.
• Benefits• Re: Slide 16 – Is the HDHP open enrollment for temporary employees the same time as
the regular FT employee open enrollment? Yes. Sept 29 – Oct 31, 2018. Temp employees will be expected to complete open enrollment in the eBenefits system. Due to the SMP measurement occurring after 10/31/18, it is expected that these Temp employees will have an enrollment extension. Additional information is forthcoming & will be emailed to Agencies from BEST.
• Re: Slide 17 - Will the open enrollment webinars be captioned so deaf employees can participate? Open enrollment powerpoint presentations will be emailed out to participants after the webinar concludes. BEST will inquire with SHP if there will be a captioned presentation for deaf employees.
• Re: Slide 19 - Will Agencies receive enrollment info on HDHP? HDHP enrollment guides are currently being printed by SHP. BEST will be providing job aids for open enrollment to include HDHP info.
• Re: Slide 21 - If an employee has a QLE that occurs after open enrollment, will they have to complete the QLE change for both 2018 AND 2019, or will the 2018 change map into 2019? QLE changes made in the 2018 current plan year platform and processed AFTER open enrollment ends will map into the 2019 plan year.
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Payroll Operations
Ginny Kammer Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Raquel Luster Accounting/Vendor/Direct Deposit Reversals Lead [email protected]
Raquel Luster Settlements Lead [email protected]
Shelia Atkinson SHP Reconciliation Lead/ ORBIT contribution [email protected]
HR Systems Operations
Liz Brown HR Systems Ops Manager [email protected]
Darlene Yost Benefits OPS Lead [email protected]
Randy Keel Time OPS Lead [email protected]
Theresa Jeffries HR-OMPA Lead [email protected]
BEST Shared Services Call Center
David McAdams Call Center Manager [email protected]
Carla Brown Call Center Supervisor [email protected]
Vanessa Harris Call Center Supervisor [email protected]
Training
Cheryl Manning Training Lead [email protected]
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