Transcript June 2007 User Group Presentation

State of Connecticut
Core-CT HRMS
HRMS Users Group Meeting
June 5 & 6, 2007
1
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Human Resources
Lina Simonu
Time and Labor
Karen Angell
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
2
Welcome
Coming Soon
Core-CT Reorganization
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Part of the Governor’s budget
Moves us under OSC
Subject to approval of the budget
Business process owners remain the same
No change in how we interact with agencies
No change in location
3
Welcome
Coming Soon
Projects and Contracts
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New module in Financials that integrates with HRMS
Allows agencies to track labor costs more closely
Adds 6 new fields to the Timesheet
4 Agencies this Year: DOT, DPW, DEP, ITD
4
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Human Resources
Lina Simonu
Time and Labor
Karen Angell
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
6
Human Resources Update
Mass Salary Increases
Mass Salary Annual and General Wage Increases:
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Effective dates are 6/22/2007 and 7/1/2007
No contract settlement for NP1 and P5
First preliminary report ran on 05/23/2007
Second preliminary report scheduled to run on
06/08/2007
• Final report will run on 06/29/2007
7
Human Resources Update
Fiscal Year End Tasks – Important Reminders
• Cleanup of Recycled and Denied positions should have
been completed prior to June 6, 2007.
• Agency Position Specialists are encouraged to limit the
number of position updates performed from mid-May
through June 15, 2007.
• Any positions in proposed status will not be updated for
Fiscal Year End.
8
Human Resources Update
Fiscal Year End Tasks – Important Reminders
Positions that are in the approval process during
the Fiscal Year transition will require review for
the correct budgeting upon approval.
• Positions may need to be resubmitted for
approval again after the Fiscal Year transition.
9
Human Resources Update
Fiscal Year End -- Sequence of Events
• Position file will be transferred to OPM on June 6, 2007.
• OPM will review and forward to Agencies’ Financial and
HR units on June 8, 2007.
• Once file is returned to OPM, OPM will return file to CoreCT on June 15, 2007 with the new budgeting information
for all positions.
10
Human Resources Update
Fiscal Year End -- Sequence of Events
• Agency Position Specialists will have view only access in
Position Data from June 18th to close of business June
22nd.
– This will not prevent agencies from entering into Job
Data.
• The new budgeting information will be loaded into CoreCT the week of June 18th and a new row dated June 8,
2007 will be inserted into the Position.
11
Human Resources Update
Fiscal Year End Assistance
• The HRMS Fiscal Year End Job Aid is located at:
– http://www.corect.state.ct.us/user/hrjobaids/fye/2007_hr_fye.doc
12
Human Resources Update
Position Data
• New display on Combination Code tab in Position
Data
• Display shows a more detailed breakdown of split
funds for Fund Code and SID.
13
Human Resources Update
Position Data
14
Human Resources Update
FICA Status
• FICA Status is located in Job Data on the Payroll
tab
• Status is used to indicate FICA deduction type:
• Subject – full deduction
• Medicare Only – partial deduction
• Exempt – no deduction
15
Human Resources Update
FICA Status
16
Human Resources Update
Employee Transfers
• Contact Lina Simonu instead of DAS Central
Business and Audit Unit when transfers involve:
– Pay Frequency Changes
• Bi-weekly (BCT) to Semi Monthly (S) or Monthly (M)
– Graduate Assistants at UCONN
17
Human Resources Update
ERIP Payments
Reminder of Final ERIP Payment Due:
• Due Pay period 6/22/2007 to 7/5/2007; check dated 7/20/2007.
Confirm that employees are terminated.
• Appropriate state retirement deductions should be withheld from all
employees.
• State income tax should be withheld from all employees receiving
payments regardless if the employee is a permanent resident of
another state.
• ERIP payments are not subject to union dues or fees deductions.
18
Human Resources Update
Workers Compensation and Pending Disability Retirements
New Action Reasons:
• Leave of Absence/WComp Pend Disability Retire
• Paid Leave of Absence/WComp Pend Disability Retire
• Both are used to place an employee on a Paid/Unpaid Leave while
they are continuing to receiving workers’ compensation and a
decision is being made regarding his or her application for Disability
Retirement.
19
Human Resources Update
Probationary Date for Concurrent Working Test Periods
Probationary Date:
• Concurrent Working Test Period
• Agency to notify DAS HR Business Rules & Central Audit Unit
– Information from Agency to Central Audit Unit
• Effective date working test period completed (WTC)
• Job Code of lower job class
• Comments for Notepad, including agency contact information
• Any other pertinent information the agency would like
included
20
Human Resources Update
Probationary Date for Concurrent Working Test Periods
• Central Audit will review/approve the transaction and
submit to the Core-CT Help Desk for entry
• Core-CT Help Desk will process as instructed by
Central Audit
21
Human Resources Update
Reason Code Change to Reflect 535Q Underfills
Promotion to Target/Position:
•
Action/Reason Code “Promotion to Target Class” has
been changed to “Promotion to Target/Position” to
more accurately reflect the acceptable uses of this
code.
22
Human Resources Update
Reason Code Change to Reflect 535Q Underfills
• Agencies should use this code for all underfills authorized
via 535-Q
– Item 535-Q & WTP Completed – Certification Number field =
TRCO or EWAV, depending on whether or not the underfill is a
trainee position
– Item 535-Q & Exam Passed prior to WTP Completion –
Certification Number field = Exam Certification Number (ATC
inquiry)
• Agencies should not use this code for Promotions by
Reclassification
23
Human Resources Update
When to Use Promotion by Reclassification
Promotion by Reclassification:
• Agencies should use this (Promotion by
Reclassification) code only for underfills authorized
under General Letter No. 226
– FAQs clarify when Promotions by Reclassification are not
appropriate under CGS Section 227a
– Approval via Position Data is required (DAS HR Liaison)
24
Human Resources Update
When to Use Promotion by Reclassification
Promotion by Reclassification:
• Upon position approval, enter transaction in Job Data
– Promotion/Promotion by Reclassification
– Certification Number field = EWAV
25
Human Resources Update
Temporary Service in a Higher Class - Reminder
Temporary Service in a Higher Class (TSHC):
• Employees must be returned to the permanent position at the end of
the TSHC assignment
– This is true even when the employee is promoted on a permanent basis to
the higher class following completion of the TSHC assignment.
– Discuss any salary concerns with HR Business Rules and Central Audit.
Core-CT continues to offer training on
TSHC procedure
26
Human Resources Update
Retirement Status
Rescind Retirement
Reemploying from Retirement
Rehire Retiree
• Add Employment Instance
• Leave original Employment Record in Retirement Status
This procedure does not apply to Rescind
of Resignation.
27
Human Resources Update
Benefits of Using Notepad
Please use Notepad!
Enter comments in Notepad whenever a row is added –
especially with General Change / General Data Change
transactions
– Otherwise, users must review every field on every tab in Job
Data to determine what information was changed.
28
Human Resources Update
Navigation Hot Tip
To look for old or specific Daily
Mails or Hot Topics navigate to:
http://www.core-ct.state.ct.us/hrdaily/Default.asp
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Human Resources Update
Navigation Hot Tip
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Human Resources Update
Navigation Hot Tip
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Human Resources Update
Navigation Hot Tip
32
Human Resources Update
Upcoming Training Classes
Job Data and Position Data training classes begin
July 12, 2007:
• Job Data will be full days; Position Data will be
half days with help labs at end of training class
• To register, contact your Agency Training
Coordinator
http://www.core-ct.state.ct.us/training/identify/Default.htm
33
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Human Resources
Lina Simonu
Time and Labor
Karen Angell
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
34
Time and Labor Update
Contract Changes
Contract Changes for FY 2007-2008 for Time and
Labor:
http://www.core-ct.state.ct.us/hr/time_and_labor/Default.htm
Select 2007 Contract Changes
35
Time and Labor Update
Contract Changes
36
Time and Labor Update
Time and Labor Groups
Time and Labor Groups are used here:
• Time and Labor Module only
• Search Pages - Timesheet, Exceptions, Approving
Time, Payable Time Detail
• Report Parameters
• Security for Time Approvers
• Time Administration
37
Time and Labor Update
Time and Labor Groups
38
Time and Labor Update
Time and Labor Groups
39
Time and Labor Update
Time and Labor Groups
40
Time and Labor Update
Time and Labor Groups
Set Up:
• Each T&L Group ID is 5 digits
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the first 2 are assigned by Core-CT
the last 3 are determine by the agencies
• Agency determines what criteria is used to group
employees into T&L Groups
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Location Code
Department
Union Code
Job Code
Shift
41
Time and Labor Update
Time and Labor Groups
• Time and Labor groups are not effective dated
• When new groups are created security access followup may be needed
42
Time and Labor Update
Time and Labor Groups
The BP… Time and Labor Groups:
• Determine what Time Administration batch the
employee is processed in
• Batches are determined by union, employee number
• When a Batch fails it is posted on the Core-CT home
page
43
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Human Resources
Lina Simonu
Time and Labor
Karen Angell
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
44
Benefits Update
2007 Open Enrollment Processing
• Agencies must have all data entry of employee elections completed
by noon on June 15, 2007.
• The CTOE07 Open Enrollment event should not be out of sequence
on the Event Status Update screen in On Demand Maintenance.
– If manual or job data events affecting health benefits are entered with an
event date prior to 7/1/07, agencies must reprocess the OE event by
setting the process indicator back to “Assign Program”. This will ensure
that the carriers receive accurate enrollment information when the open
enrollment event is closed centrally.
– For any employee who terminates prior to 7/1/07, agencies must
reprocess the OE event by setting the Process Indicator back to Assign
Program. The resulting Process Status of the OE event will be “Prep
None” or “Pgm None” since the employee is no longer eligible for
coverage.
45
Benefits Update
2007 Open Enrollment Processing
• The 09/01/2007 GAOE07 open enrollment event exists
on each employee’s record.
• This event is only for Graduate Assistants employed at
UConn and UCHC.
• The Process Status of this event will be “Pgm None” for
all employees except Graduate Assistants.
46
Benefits Update
Terminations
Agencies must review the health and life coverage before processing a
termination of employment.
– Verify that the employee has paid in full for all prior health and life
coverage through benefits billing or payroll deductions depending on the
status of the employee.
– Agencies must verify if an arrears balance exists for any terminating
employee.
• Payroll for North America>Periodic Payroll Events USA>Balance
Reviews>Arrears Balances
• CTPYR455 – Deduction in Arrears Report
• Deductions Not Taken Query (Health and Life)
– If a valid arrears balance exists, the amounts owed must be deducted
from an employee’s pay check prior to the confirmation of the final pay
check.
47
Benefits Update
Manual Overrides for Employee Terminations
Manual overrides are often necessary to override, refund,
or add deductions to an employee’s final paycheck.
– Agencies are responsible for verifying that an employee has paid
in full for all health and life benefits through the effective date of
the termination of coverage.
 Verify that the employee will be receiving a check to pay for
the employee and state share deductions for the entire month
of coverage. If not, an override must be submitted to add the
deductions owed in the final paycheck.
This situation frequently occurs in 3 pay period months.
48
Benefits Update
Manual Overrides for Employee Terminations
If an employee has a deduction calculated for health and/or life
benefits after the effective date of the termination of coverage, a
manual override should be sent to override the calculated deductions
to zero.
• For example: An employee terminates effective 05/15/2007. The health
coverage terminates effective 06/01/2007. The employee must pay in full
for May coverage. If a deduction is calculated in a June check, the
calculated deductions must be overridden to zero.
• The retro process must always be monitored after the employee’s
termination event is processed to ensure that no deductions are
improperly calculated.
49
Benefits Update
Manual Overrides for Employee Terminations
• If an employee has overpaid for coverage, a manual override to
refund the overpayment must be submitted.
• Manual Overrides must be submitted to the Central Benefits Unit
(CBU) no later than 9:00 am on payroll confirm Thursday.
• If an override is being submitted for an employee’s last paycheck, the
subject line of the email should state: “Last Paycheck”.
• Agencies must complete the “Agency Comments” field noting the pay
periods for which the manual override is being submitted.
• Send Manual Overrides to the CBU at the following email address:
[email protected]
• Agencies must review the employee’s confirmed paycheck to ensure
that the override was entered correctly.
50
Benefits Update
Retroactive Benefit Elections
• Agencies are not permitted to process retroactive events
that change an employee’s enrollment data beyond 60
days without approval from the Central Benefits Unit.
• This is to ensure that health insurance carrier contracts
are adhered to and correct monthly premiums are
remitted.
– Coverage changes should be processed before the final payroll
confirmation for the month. This will ensure that the current
monthly premium will be accurately remitted to the carrier.
51
Benefits Update
Life Insurance
• Agencies must never change the ABBR once entered into Job Data
on the Benefits Program Participation page. If a correction is required,
contact the Group Life Unit at (860) 702-3537 for instructions. Refer to
Comptroller’s Memorandum 2007-07 for further information.
• All original enrollment statements, including beneficiary change
enrollment statements, must be promptly sent to the Group Life Unit
at the Office of the State Comptroller. A valid Core-CT generated
enrollment statement must be on file with the Group Life Unit per the
terms of the policy.
52
Benefits Update
Life Insurance
• If an employee voluntarily chooses to terminate life insurance
coverage via the VTR (Voluntary Termination of Coverage) event, the
original signed VTR enrollment statement must also be sent to the
Group Life Insurance Unit to ensure that coverage is appropriately
terminated and administered correctly.
• Agencies must keep a copy of the signed VTR enrollment statement
on file.
• Confirmation statements must be generated, signed by the employee,
and kept on file at the agency for all VTR events.
53
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Human Resources
Lina Simonu
Time and Labor
Karen Angell
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
54
EPM Training Update
EPM 2007 Help Labs
Summer Schedule – EPM 101
• July 13 – August 24, 2007
– One-on-one Help Labs (44 1.5 hour sessions)
• To register, contact your Agency Training Coordinator
http://www.core-ct.state.ct.us/training/identify/Default.htm
55
EPM Enhancements
New Reporting Tables
CT_DRIVERLIC
• Driver’s License Information
• Employee Address Information
56
EPM Enhancements
New Public Query
CT_CORE_HR_DRIVERS_LICENSE
• Provides driver's license, visa, and employee
information for active employees. The query
prompts on Department.
57
EPM Enhancements
New Reporting Tables
CT_MILITARY
• Military Service Information
• Beginning and Ending service dates and
employee’s military status
58
EPM Enhancements
New Public Query
CT_CORE_HR_MILITARY_SERVICE
• Provides military service and job information
for active employees. The query prompts on
Department.
59
EPM Modification
Updated Reporting Table
CT_EMAIL_PHONE
• Modified to return all e-mail and phone types
60
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Human Resources
Lina Simonu
Time and Labor
Karen Angell
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
61
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 – Tuesday, Sept.
18, 2007, 1:30pm - 4:00pm and
Wednesday, Sept. 19, 2007,
9:00am - 12:00pm
Room 1002A and 1002B
101 E. River Drive
62
Agenda
Welcome
Anne North and Sue Martin
Business Process Updates
Human Resources
Lina Simonu
Time and Labor
Karen Angell
Benefits
Marilee Gagliardo
EPM
Barbara Jacius
Key Messages
Anne North and Sue Martin
Questions & Discussion
All
63
Questions/Discussion
64