Transcript HRMS User Group December 2004 - Core-CT

State of Connecticut
Core-CT Project
HRMS Users Group Meeting
December 6 & 7, 2004
1
Agenda – Welcome
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
Bill Morico
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
2
Agenda –Payroll Update
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
Bill Morico
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
3
Payroll Update
Payroll Schedule Description
• Pay calculation runs the Saturday before pay
confirm week
– On the following Monday users can review reports and online payroll
transactions
– Payroll calculation repeats each night Monday through Wednesday
– Users can make corrections on Monday through Wednesday with
assistance as needed from the Central Payroll Unit
– On Thursday morning users have a final opportunity to review reports
and payroll data for accuracy
– Users must request any needed pay line changes through the Central
Payroll Unit before 11:00a.m. on that Thursday
4
Payroll Update
Payroll Schedule Description
• The system locks out at 2:00p.m. on Thursday
– Final pay calculation then takes place; Core-CT Payroll Team and Central
Payroll Unit review and resolve payroll error messages where possible
– Pay 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 processing
– Users must coordinate any required corrections with the Central Payroll
Unit through the on line check process
5
Payroll Update
Holiday Schedule
• Please note the following:
– There will be no extension for payroll
processing the week of 12/27
– All limited scope agencies are expected to
provide their files by 5:00p.m. on Tuesday of
confirm week
6
Agenda –Human Resources Update
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes &Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
Bill Morico
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
7
Human Resources Update
Mass Salary Increases
• 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 6/25/2004
– These employees must be manually switched back to the EE Salary Plan
and given a January AI; instructions will be forthcoming
– Next annual increases are effective 12/24/2004
– Preliminary reports were processed on 11/24/2004
– Final reports and processing will take place on 12/28/2004
8
Human Resources Update
Helpful Reminders
• Retroactive processing on Position Data
– Enter current date or date of last position row entered and increase
effective sequence by one
– Enter justification in the Detail Justification section in position data and
indicate the reason for the retroactive date
– Once the position is approved, contact Nick Visone or Lina Simonu to
have them enter the retroactive date
9
Human Resources Update
Helpful 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
10
Agenda – Time and Labor Update
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes &Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
Bill Morico
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
11
Time and Labor Update
Processing PL Time at Year End
• Process 2004 PL time as usual
• 2005 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, 2005
– After January 13 can change LILA to PL time
– LILA can also be used for other leave time
– Five new Override Reason codes – LILAS, LILAV, LILAP, LILAC,
LILAH
– Use Override Reason codes in conjunction with LILA TRC
– Can report on LILA TRC using TRC Usage Report
12
Time and Labor Update
Accrual Calendar 2005
• The Accrual Calendar for 2005 will be posted to the
web site by Friday, December 10, 2004
• New TRC LILA can be used for the period between the
first of the month and the time the accrual process is
run
– Agencies should use the corresponding Override Reason code
– The TRC Usage Report should be run at least monthly in order to
monitor the usage of LILA and to make timely attendance changes
13
Time and Labor Update
New Report
• 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)
14
Time and Labor Update
Updated Job Aids
• 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 printed
15
Time and Labor Update
Soon to be Resolved Issues
• Double Overtime counting towards 40 hours in a week
(1199)
• Part Time Accruals based on Hours Worked
• Annual Attendance Report
16
Time and Labor Update
Outstanding Issues
• Holiday time created on an off day
• PT Holiday time created when an unpaid TRC is entered
• Rotating 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 docked
• Compensatory time and other leave time discrepancies
• Overtime eligibility flag
17
Time and Labor Update
Outstanding 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
18
Agenda – Time and Labor Update
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes &Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
Bill Morico
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
19
Benefits Update
Agenda
• Benefits Billing Review
– Comptroller’s Memorandum 2004-3A
– Billing Enrollment, Payment, and Adjustments
• COBRA Review
– Overage Dependent Processing
• Questions
20
Benefits Update
Benefits Billing
21
Benefits Update
Benefits Billing
22
Benefits Update
Benefits Billing
23
Benefits Update
Benefits Billing
24
Benefits Update
Benefits Billing
25
Benefits Update
Benefits Billing
26
Benefits Update
Benefits Billing
27
Benefits Update
Benefits Billing
28
Benefits Update
Benefits Billing
29
Benefits Update
Benefits Billing
30
Benefits Update
Benefits Billing
31
Benefits Update
Benefits Billing
32
Benefits Update
COBRA Processing Changes
• 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 data
• The COBRA Initial Notice for these dependents will print the next time
the agency prints COBRA Notices after the process runs
33
Benefits Update
COBRA Processing Changes, Continued
• The carrier will be notified of the termination on the next eligibility file
• The 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 coverage
• COBRA 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 processed
34
Benefits Update
Helpful Reminders
• 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) .
35
Benefits Update
Helpful Reminders Continued
• 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.
36
Agenda – Time and Labor Update
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
Bill Morico
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
37
HRMS Key Messages
Training Survey for New HRMS Users
• Survey distributed to agencies on 10/1/2004
–
–
–
–
–
Most agencies have new users in all modules
Survey asked for new users that need training
Training classes in WC scheduled for this month and January
Time and Labor classes will be announced soon
Schedule for other classes will be announced shortly
38
HRMS Key Messages
Current Priorities
• Preparation and execution of 2004 Year End
processing
• Resolution of outstanding accrual processing
issues
• Resolution of Financial Integration issues
39
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 –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
40
Agenda – Time and Labor Update
Welcome
Anne North and Sue Martin
Business Process Updates
Payroll Update
Nancy Ribes & Shirley Galka
Human Resources Update
Lina Simonu
Time and Labor Update
Belinda Thibedeau
Benefits Update
Bill Morico
Key Messages
Anne North and Sue Martin
Questions & Discussion
HRMS Team
41
Questions/Discussion
42