State of Connecticut Core-CT Project HRMS Users Group MeetingDecember 6 & 7, 2004

Agenda Welcome

Agenda Payroll Update

Pay calculation runs the Saturday before pay confirm weekOn the following Monday users can review reports and online payroll transactionsPayroll calculation repeats each night Monday through WednesdayUsers can make corrections on Monday through Wednesday with assistance as needed from the Central Payroll UnitOn Thursday morning users have a final opportunity to review reports and payroll data for accuracyUsers must request any needed pay line changes through the Central Payroll Unit before 11:00a.m. on that Thursday

Payroll UpdatePayroll Schedule Description

The system locks out at 2:00p.m. on ThursdayFinal pay calculation then takes place; Core-CT Payroll Team and Central Payroll Unit review and resolve payroll error messages where possiblePay confirmation is executed; the system updates all payroll information and assigns check and advice numbers On Friday morning, users can generate and review key payroll reports for verification of accuracy; it is critical that users do this to ensure accurate and complete processingUsers must coordinate any required corrections with the Central Payroll Unit through the on line check process

Payroll UpdatePayroll Schedule Description

Please note the following:There will be no extension for payroll processing the week of 12/27All limited scope agencies are expected to provide their files by 5:00p.m. on Tuesday of confirm week

Payroll UpdateHoliday Schedule

Agenda Human Resources Update

Please note the following dates:Employees in the P-4 (Salary Plan EE) with a January AI on Step 12 as of 6/25/2004 were manually switched to the EF Salary Plan on 6/25/2004These employees must be manually switched back to the EE Salary Plan and given a January AI; instructions will be forthcomingNext annual increases are effective 12/24/2004Preliminary reports were processed on 11/24/2004 Final reports and processing will take place on 12/28/2004

Human Resources UpdateMass Salary Increases

Retroactive processing on Position Data

Enter current date or date of last position row entered and increase effective sequence by oneEnter justification in the Detail Justification section in position data and indicate the reason for the retroactive dateOnce the position is approved, contact Nick Visone or Lina Simonu to have them enter the retroactive date

Human Resources UpdateHelpful Reminders

Personnel Actions History Report

Report looks at the audit record to find the operator identification; there will not be a history row reported if row is system generated Only the last General Comment row is retrieved on this report for the history report

Human Resources UpdateHelpful Reminders

Agenda Time and Labor Update

Process 2004 PL time as usual2005 PL time will be awarded on January 13, 2005 New TRC created LILA (Leave in Lieu of Accrual)Agencies to use this code for PL time used between January 1 and January 6, 2005After January 13 can change LILA to PL timeLILA can also be used for other leave timeFive new Override Reason codes LILAS, LILAV, LILAP, LILAC, LILAHUse Override Reason codes in conjunction with LILA TRCCan report on LILA TRC using TRC Usage Report

Time and Labor UpdateProcessing PL Time at Year End

The Accrual Calendar for 2005 will be posted to the web site by Friday, December 10, 2004New TRC LILA can be used for the period between the first of the month and the time the accrual process is runAgencies should use the corresponding Override Reason codeThe TRC Usage Report should be run at least monthly in order to monitor the usage of LILA and to make timely attendance changes

Time and Labor UpdateAccrual Calendar 2005

New report Employee Time Not Loaded to Payroll - created to identify those employees with rejected time or other possible paycheck issues

Report will also identify employees with ES, NA, and AP time that could cause a problem with paycheck

Report is run in Batch after each Load to Payroll Saturday, Monday, Tuesday, Wednesday

Available in My Reports (CTTLR380)Time and Labor UpdateNew Report

TL Job Aids are currently being reviewed

As Job Aids are updated, a daily mail will be sent

Agencies should review the updated Job Aids for relevant procedural changes

Old copies should be discarded and new ones printedTime and Labor UpdateUpdated Job Aids

Double Overtime counting towards 40 hours in a week (1199)

Part Time Accruals based on Hours Worked

Annual Attendance ReportTime and Labor UpdateSoon to be Resolved Issues

Holiday time created on an off dayPT Holiday time created when an unpaid TRC is enteredRotating Averaging- HV, HP, SWCS to be added to value list- Entering two or more REG/REG equivalent TRCs on the last day of the pay period- Employees who are dockedCompensatory time and other leave time discrepanciesOvertime eligibility flagTime and Labor UpdateOutstanding Issues

Time Reporter to be automated

Leave Accrued/Processed Report not working properly

Adjust Paid Time page not working properly

Adjust Paid Time page processing slowly

Effective Date and Election Date on Leave Plans

Allowing Exceptions

Time and Labor UpdateOutstanding Issues

Agenda Time and Labor Update

Benefits Billing ReviewComptrollers Memorandum 2004-3ABilling Enrollment, Payment, and Adjustments

COBRA ReviewOverage Dependent Processing

Questions

Benefits UpdateAgenda

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Benefits Update Benefits Billing

Effective 12/1/2004 the COBRA processing system automatically terminates benefits for ineligible enrolled dependent children. Impacted benefits are as follows:- Medical benefits for dependent children age 23 or older who do not have a check in the Disabled box on their dependent record- Medical and Dental benefits for dependent children age 19 or older who do not have a check in the Student box on their dependent record

This process runs on the first day of each month for dependents qualifying in that month or earlier. No agency action is necessary for records with valid dataThe COBRA Initial Notice for these dependents will print the next time the agency prints COBRA Notices after the process runsBenefits UpdateCOBRA Processing Changes

The carrier will be notified of the termination on the next eligibility fileThe agency must continue to process Dental benefit terminations and produce a COBRA Initial Notice for dependent children at age19 who are students and enrolled in Dental coverageCOBRA Initial Notices for Overage dependents will process and print when the following conditions are met: - Date of birth is a valid birth date- The National ID (SSN) field for the dependent child is filled in with a valid SSN - The Relationship of the child is Son or Daughter; any other relationship must be corrected by the agency before a COBRA Event can be processedBenefits UpdateCOBRA Processing Changes, Continued

Process all events in order of occurrence. If this is not possible, and the new event affects eligibility, you must reprocess all events after the inserted event.

When entering benefit elections for a new employee, you must enter all medical, dental, and life elections before closing the event.

Print, distribute, and use the completed Enrollment Statement for data entry to insure that the correct option elections are made and that the correct dependents are enrolled. After entering elections, check your entries by going to Compensate Employees> Administer Base Benefits> Use> Health Benefits ( also Life & AD&D Benefits) .

Benefits UpdateHelpful Reminders

If after processing an event the results are not what you expect, ask for help. DO NOT reprocess the event or create another event to try to achieve the desired result. Doing so will not work, and complicates resolution of the problem.Process all events on a timely basis. If this is not done, deductions and billing statements may not be correct, and the carriers will not be notified of additions, changes, and terminations at the proper time.

Benefits UpdateHelpful Reminders Continued

Agenda Time and Labor Update

Survey distributed to agencies on 10/1/2004Most agencies have new users in all modulesSurvey asked for new users that need trainingTraining classes in WC scheduled for this month and JanuaryTime and Labor classes will be announced soonSchedule for other classes will be announced shortly HRMS Key MessagesTraining Survey for New HRMS Users

Preparation and execution of 2004 Year End processingResolution of outstanding accrual processing issuesResolution of Financial Integration issues

HRMS Key MessagesCurrent Priorities

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 Monday, March 28, 2005 1:30 - 4:00 and Tuesday, March 29, 2005 9:00 12:00 Room 4214A and 4214B 101 E. River Drive

Agenda Time and Labor Update

Questions/Discussion