Slide1 l.jpg
This presentation is the property of its rightful owner.
Sponsored Links
1 / 107

State of Connecticut Core-CT HRMS Users Group Meeting March 20 & 21, 2012 PowerPoint PPT Presentation


  • 101 Views
  • Uploaded on
  • Presentation posted in: General

State of Connecticut Core-CT HRMS Users Group Meeting March 20 & 21, 2012. 1. Agenda. 2. General Announcements. Core-CT Staffing News. 3. Upgrade. Upgrade Overview. Core-CT has embarked on a system upgrade to the HRMS, Financials and EPM applications

Download Presentation

State of Connecticut Core-CT HRMS Users Group Meeting March 20 & 21, 2012

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


Slide1 l.jpg

State of ConnecticutCore-CT

HRMS Users Group Meeting

March 20 & 21, 2012

1


Agenda l.jpg

Agenda

2


Slide3 l.jpg

General Announcements

Core-CT Staffing News

3


Slide4 l.jpg

Upgrade

Upgrade Overview

  • Core-CT has embarked on a system upgrade to the HRMS, Financials and EPM applications

  • The upgrade will be from Version 8.9 to 9.1

  • It will allow us to stay current with Oracle Support and take advantage of new features

  • We have contracted with Cherry Road Technologies as our implementation partner

4


Slide5 l.jpg

Upgrade

Upgrade Process

  • Reviewed and updated our Requirements

  • Fit/Gap – compare our current 8.9 HRMS environment to the new vanilla 9.1 product

  • Gaps were identified where a current modification must be brought forward, and where new customizations have been identified

  • Various solutions are then identified to fill the gaps (we are here)

  • The proposed solutions are reviewed for overall priority and budget

5


Slide6 l.jpg

Upgrade

Upgrade Process, continued

  • Our remaining modifications are reapplied to the 9.1 environments

  • Approved new modifications are coded

  • Several rounds of testing

  • Good News! No significant changes to our current major business processes

6


Slide7 l.jpg

Upgrade

New Functionality

  • Expansion of both ePay and TL Self Service is currently planned during the upgrade effort

  • Other eApps that are under review: eProfile, more ePay features, eBenefits

  • TAM/CG Talent Acquisition Management / Candidate Gateway is an entirely new module – also called Recruiting Solutions

7


Slide8 l.jpg

Upgrade

Timeline

  • The upgrade schedule has a number of releases

    • PeopleTools will be upgraded on 4/2/12

    • HRMS is next – planned for October 2012

    • Retiree Payroll moves into HRMS in the first quarter of 2013

    • Financials is scheduled for March 2013

8


Slide9 l.jpg

Upgrade

Agency Impact

  • Agencies may be called upon to participate with various phases of the project via the Agency Readiness program

  • Agency Readiness Liaisons are the point of contact between the Upgrade Project and the agencies

  • Agency Readiness tasks may be identified and communicated

  • 2 Tasks have already been assigned to the Agency Liaisons: Browsers, PeopleTools Changes

9


Slide10 l.jpg

Upgrade

Tools Changes

  • Minimal format changes

  • The detailed information is being disseminated through your Agency Liaison

  • Confirm processes are moving to 2PM Wednesday, 3/28

  • System will be available on Thursday, 3/29, 6AM-4PM

  • No system access on Friday and Saturday, 3/30 & 3/31

  • System back up at noon on Monday, 4/2

10


Slide11 l.jpg

General Announcements

ePay

  • We piloted a new feature at the Attorney General’s office that allowed employees to self-enroll for ePay to view their paycheck information

  • We are currently testing a change to assist with decentralization of password resets

  • Once this is fully in Production, we plan to make this available to all State employees – including student and seasonal workers

11


Slide12 l.jpg

General Announcements

ePay, continued

  • Reminder for ePay agencies that a maximum of one year of Advices is available via ePay

  • A number of agencies are now paperless for Advices of Deposit, including: DAS, DEEP, DRS, OAG, OPM, OSC

  • Goal is to move everyone to paperless

12


Agenda13 l.jpg

Agenda

13


Slide14 l.jpg

Payroll Update

Process for Non-Reportable Earnings

  • In the fall of 2011, we alerted users about a new process that had been created to extract all non-reportable TRC's and Earn Codes from both Timesheet and Additional Pay with the purpose of creating a separate check for payment. This change was to ensure that no employee or employer deductions would be withheld from these types of payments, ending a longstanding issue with any fringe allocation.

  • We have also included non-taxable tuition reimbursement in this process.

    • TU1 Earnings code / XTU1A Time Reporting code

  • Please take note, that no negative entries associated with these TRCs or Earnings codes should be entered on Timesheet or Additional Pay.

14


Slide15 l.jpg

Payroll Update

Process for Non-Reportable Earnings

  • If a change (to a non-reportable reimbursement is required for a prior pay period which does not require payment, do not use the Timesheet. If this change is simply to correct the TRC under which an earlier payment was made, use the Adjust Paid Time record.

  • If the prior period change is to a combo code, this change will need to be done as a spreadsheet journal entry.

  • Be careful when reporting Tuition reimbursements. Users will not be able to change the TRC or Earnings code on the Timesheet, Adjust Paid Time or Additional Pay pages if it is determined after the fact that the payment should have been taxable (TU2) or the reverse, non-taxable. Only non-taxable tuition reimbursements (TU1) will generate a separate check.

15


Slide16 l.jpg

Payroll Update

Process for Non-Reportable Earnings

  • Special note for self service or ePay agencies:

    • Please communicate with your employees on the issues presented herein regarding non-reportable earnings. No negative transactions should be processed by self service users as well as no switching of TRCs for taxable and non-taxable tuition reimbursements.

    • Employees who receive 2 checks (regular biweekly check and separate check for non-reportable reimbursements) will see entries for the same check date in View Paycheck Information. Both checks are reflected in each line but you must scroll down to see full content.

16


Slide17 l.jpg

Payroll Update

Process for Non-Reportable Earnings

  • REMINDER!

  • If an employee has Direct Deposit, the non-reportable sep/ck will also be direct deposited. Like an employee’s tax set up, any election the employee makes will carry over to both checks.

17


Slide18 l.jpg

Payroll Update

Important Scheduling Notes

Confirm for 4/5/12 check:

Confirm will take place on Wednesday, March 3/28/12 to accommodate Tools cutover for that weekend

System Lockout will be in place at 2PM on Wednesday, March 28th

System access will be 6AM – 4PM on Thursday, March 29th

Lockout will be in place Friday – Saturday

System access will be restored at noon on Monday, April 2nd.

Note:Payline Adjustments will be allowed on Wednesday.

Interface files are due on Monday, March 26th by 2PM.

18


Slide19 l.jpg

Payroll Update

Important Scheduling Notes

Confirm for 7/13/12 check:

Confirm will take place on Friday, July 6th.

System Lockout will be in place at 7 PM on Thursday, July 5th and will continue through Friday, the 6th.

There will be no payline adjustments on Friday, July 6th.

Interface files are due on Monday, July 2nd by 2 PM.

19


Agenda20 l.jpg

Agenda

20


Slide21 l.jpg

Human Resources Update

April 2012 Longevity Process

  • Preliminary Report was run on Friday, 3/2/2012.

  • Final Processing will occur on Thursday, 3/29/2012.

  • Final Reports will be available on Monday, 4/02/2012.

21


Slide22 l.jpg

Human Resources Update

April 2012 Longevity Process

  • Seven longevity scenarios were programmed

  • So…Review carefully to ensure accuracy

    • Ensure only eligible employees receive payment.

    • Ensure amount is correct.

22


Slide23 l.jpg

Human Resources Update

April 2012 Longevity Processing

  • Please refer to Daily Mail dated March 5, 2012 for specific information.

23


Slide24 l.jpg

Human Resources Update

April 2012 Longevity Process

  • Note:

  • Longevity payments for those in the Union Code 01 will now be updated using the longevity process

  • The Excel report will be available

24


Slide25 l.jpg

Human Resources Update

Longevity Process Going Forward

  • We will continue to work on implementing any additional changes to longevity processing resulting from the SEBAC and other agreements and E-items as they impact payments going forward.

25


Slide26 l.jpg

Human Resources Update

Longevity Process Going Forward

  • System no longer automatically populates the Longevity Date field upon hire.

  • Agencies must manually enter a date in the Longevity Date field if the employee is eligible or may become eligible to receive a longevity payment.

26


Slide27 l.jpg

Human Resources Update

Fiscal Year End

  • During the Fiscal Year End Process….

  • ….Combination Codes are updated with a new Budget Reference from 2012 to 2013 by either:

    Updating existing Combo Codes with new Budget Reference

    OR

    Creating new Combo Code ‘sequences’ with new Budget Reference

    ….Positions are updated with a new Budget Reference from 2012 to 2013 with the insertion of a mass-generated row.

27


Slide28 l.jpg

Human Resources Update

Fiscal Year End, Continued

  • During the Fiscal Year End Process….

  • …Agency Position Specialists should identify positions needing a change in

    • FUND

    • SID

    • Distribution Percentage of Funding

  • …All desired changes to positions for the Fiscal Year Load MUST be made directly in Core-CT by early May to allow ample Workflow-Approval time


Slide29 l.jpg

Human Resources Update

Fiscal Year End – Important Reminders

During the Fiscal Year End Process….

…Cleanup of Recycled and Denied Positions should be completed prior to June 22, 2012

…Refer to Job Aid: Positions Denied or Recycled found at http://www.corect.state.ct.us/ user/hrjobaids/hr/pstns_denid_or_rcycld.doc

…Agencies may also review the Position Approval History Report for day-to-day review of positions in need of attention


Slide30 l.jpg

Human Resources Update

Fiscal Year End – Important Reminders, Continued

  • Cleanup Options: Recycled and Denied Positions

  • Updatethe ‘Recycled’ or ‘Denied’ position row and send

    back through the Workflow Approval process, if required

    OR…..

  • Request that Core-CT Remove the ‘Recycled’ or

    ‘Denied’ position row, if no longer required

    OR…..

  • Inactivate the position, if appropriate


Slide31 l.jpg

Human Resources Update

Fiscal Year End – Important Reminders, Continued

  • Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 22, 2012.

  • Positions in “PROPOSED” status willNOT be updated for Fiscal Year End.

  • Positions that remain in the Workflow process during the Fiscal Year End transition will require review for accurate budget information once they are approved.

  • Positions may need to be resubmitted for approval again after the Fiscal Year End transition.


Slide32 l.jpg

Human Resources Update

Fiscal Year End – Time Line

  • Agency Position Specialists will have VIEW-ONLYaccess in Position Data from June 25th through the close of business on June 29th

  • The new budget information will be loaded into Core-CT during this week

  • A new row dated June 15, 2012 will be inserted into each Active and Approved position.


Slide33 l.jpg

Human Resources Update

Fiscal Year End – Time Line

  • Project Agencies ( DOT, DEEP, DAS, DPH, and CSC ) will have new project Combination Codes available on June 15, 2012 with an effective date of June 15, 2012.

  • New Combination Codes for all other agencies will have an effective date of June 15, 2012.

  • These codes will be available once all existing Combo Codes have been “rolled forward” to the new budget year andafter the completion of the Financials Process for the final pay cycle of FY12 (approx. 6/27/2012).


Slide34 l.jpg

Human Resources Update

RIP Reminders!

  • The first payment of deferred vacation and sick leave accruals owed to retirees who took part in the 2009 Retiree Incentive Program (RIP) are due with check dated 7/27/2012 (pay period 6/29-7/12).

  • If you have not already done so, you must enter all necessary transactions to ensure timely and proper payment.

34


Slide35 l.jpg

Human Resources Update

RIP Reminders!

  • For those agencies impacted by earlier consolidations, make sure any RIP retirees from the “old” agency were placed into the “new” agency for payment purposes!

35


Slide36 l.jpg

Human Resources Update

Agency Consolidations

  • For those agencies who will be consolidating effective 7/1/2012, please contact us as soon as possible.

  • We need to work together to ensure a successful and timely implementation of needed changes.

36


Slide37 l.jpg

Human Resources Update

Reminders from Business Rules/Audit Unit

  • Contact Pauline if you get a message indicating the Social Security Number you entered is already in the system.

  • Contact Pauline if you are not sure which Action/Reason to use

  • Pauline Mahoney – [email protected] 860-713-5033

37


Slide38 l.jpg

Human Resources Update

Reminders from Core-CT HR

  • If pay confirm is near and you have the ability to enter a change to the top row in Job Data as needed to ensure a correct payment will be made to your employee, please do so. We can correct the historical record after the fact.

38


Slide39 l.jpg

Human Resources Update

Reminders from Core-CT HR, Continued

  • Important! Everyone MUST log tickets. E-mails and phone calls cannot be accepted when requesting assistance.

39


Agenda40 l.jpg

Agenda

40


Slide41 l.jpg

Effective 4/2/2012, new procedures are being instituted to process refunds of Retiree Health Care deductions for Terminating employees.

The goal is to include any refunds with the employee’s final check.

Retiree Health Care Refunds

New Procedures for Terminations


Slide42 l.jpg

Agency personnel will be responsible for processing requests for refunds of Retiree Health Fund Contributions.

These changes are intended to help terminating employees get their refunds by the last paycheck.

No change to refund procedures for active employees.

This is an interim procedure until 7/1/2013 when virtually all employees with be contributing to the Retiree Health Fund.

Retiree Health Care Refunds

Updated Termination Process


Slide43 l.jpg

Employees separating from service without qualifying for retiree healthcare coverage are eligible for refunds of Retiree Health Fund contributions.

Employees currently contributing were either hired after 7/1/2009 or had less than 5 years of actual service as of 7/1/2010.

Unless an employee is transitioning directly to retirement with healthcare benefits, most terminating employees will be eligible for a refund because they will not have accrued sufficient service to qualify for retiree health benefits.

Retiree Health Care Refunds

Refund Eligibility


Slide44 l.jpg

Employee who is leaving one agency and transferring to another agency in near future.

Employee who is leaving agency but will be rehired in near future.

Employee who is leaving one state position but has an active position with another state agency.

No refund eligibility because there has been no separation from service.

Retiree Health Care Refunds

Exceptions to Refund Eligibility


Slide45 l.jpg

If an employee has more than one state job, they are not eligible to receive a refund if they maintain employment in any job.

Refund eligibility is predicated on separating from state service – meaning all jobs.

Retiree Health Care Refunds

Exceptions to Refund Eligibility – Multi jobs


Slide46 l.jpg

Once agency has been informed that an employee is separating from state service and has assessed that employee may be due a refund, the agency payroll staff should be notified to end the OPEB or OTRS deduction.

General Deduction Page - enter a new effective dated row on the deduction code OPEB (or OTRS), using the last day of the previously confirmed payroll as both the “Effective Date” and the “End Date”.

Retiree Health Care Refunds

Terminate the Deduction


Slide47 l.jpg

Review Employee’s General Deductions to ensure that no recovery of Retiree Health Contributions is being done via deduction code “ADJOPE”.

If so, end this deduction in the same manner.

Retiree Health Care Refunds

Terminate the Deduction, Continued


Slide48 l.jpg

Use EPM Query #4 under HRMS 3% Retiree Health Fund Job Aid to calculate refund amount

Retiree Health Care Refunds

Assess Amount of Refund


Slide49 l.jpg

As part of exit interview, agency personnel should explain availability of refund.

Have employee answer questions about other state employment. If employed by another state agency, the employee is not eligible for a refund.

Point out need to repay if employee plans to return to state service in near future.

Retiree Health Care Refunds

Exit Interview


Slide50 l.jpg

If employee wants refund, complete form CO-1301, Application for Refund, Retiree Health Contributions.

(use form dated November 2011). [ http://www.osc.ct.gov/agencies/forms/word/CO-1301%20rev%2011-11.rtf

Employee must sign CO-1301.

Retiree Health Care Refunds

Exit Interview, Continued


Slide51 l.jpg

Agency Payroll staff must be advised of need to refund OPEB or OTRS deductions and must complete override spreadsheet and transmit to Central Payroll to be processed with terminating employee’s last paycheck by Pay Confirm Thursday.

Note: any refund (R) amount should be noted on one-time deduction tab of override spreadsheet with all other required information.

Retiree Health Care Refunds

Process Refund


Slide52 l.jpg

Employee gets Retiree Health Fund refund with final paycheck.

Agency keeps original of CO-1301 in personnel file and sends copy to OSC Healthcare Policy & Benefit Services Division, Employee Benefits Unit, 55 Elm Street, Hartford, CT 06106 or by email to [email protected]

Retiree Health Care Refunds

Process Refund, Continued


Slide53 l.jpg

Of note, there will be some pay periods wherein the override process may not be available. For instance, when the payroll schedule has been adjusted and payline adjustments are not permitted on the day of Confirm.In these instances, it will be necessary to submit a request for refund of the Retiree Health Care deduction via Central Benefits.

However, it is our intent to process most refunds as practicable in the employee’s last check via a one-time deduction override forwarded from the employing agency to Central Payroll.

Retiree Health Care Refunds

Process Refund, Continued


Slide54 l.jpg

OSC will audit refund activity for terminated employees monthly

Agencies must be certain to forward copies of signed CO-1301 after processing refunds

Expect to hear from us if your agency issues a refund without sending necessary paperwork

Retiree Health Care Refunds

Post Payment Audit


Slide55 l.jpg

Reasons for refunds for actives:

Wrong deduction code (OPEB or OTRS)

Employee is exempt from requirement

Person demonstrates existence of other retiree coverage after starting to make contributions

Refunds will be processed by OSC and forms should be sent as indicated above

Retiree Health Care Refunds

No Change to Refund Process – Active Employees


Slide56 l.jpg

Until CORE-CT tracking page is created OSC must maintain listing of employees who are exempt from requirement because of other retiree coverage

Query system will be available to identify any re-hired employees who got refund from Retiree Health Fund.

Retiree Health Care Refunds

Tracking System is Under Development


Slide57 l.jpg

Updated Core-CT Job Aids (coming soon):

Retirement Health Care Job Aid

Refunds of Employee Contributions to Retirement Health Fund

Checklist for Terminating an Employee

OSC Memos/Forms:

Healthcare Policy & Benefits Services Memo 2012-01

Form CO-1301 (Rev.11/11)

Retiree Health Care Refunds

Reference Materials


Agenda58 l.jpg

Agenda

58


Agenda59 l.jpg

Agenda

59


Slide60 l.jpg

The 2012 Open Enrollment will be held May 1 – May 31, 2012

No Changes to Health Carriers

Rates and Planner will be available online in the coming weeks

On-site Open Enrollment fairs

Benefits Update

2012 Open Enrollment


Slide61 l.jpg

The COBRA notice issued through Core-CT has been updated to include information for the applicant with regard to disabled dependents.

The COBRA notice now reads:

“Dependents who are certified disabled by themedical carriers will remain eligible for continued coverage for medical and prescription if certified disabled by age 26 and certified disabled by age 19 for dental coverage.

In order for the disabled dependent to remain eligible for the medical and prescription plan, a disabled dependent verification form must be submitted to the medical carrier no later than thirty days following the dependent’s 26th birthday and no later than thirty days following the dependent’s 19th birthday for dental coverage.

Disability verification forms can be obtained by contacting your medical carrier. The member services phone number is located on the back of your medical insurance card. Notify your agency human resources department once the certification has been approved.”

Benefits Update

Form Updates

61


Slide62 l.jpg

The Benefit Enrollment Statement has been updated to include the following:

Notice of eligibility effective date to the first of the month following the date of hire or change in status

Notice that proof of relationship is required for all dependent enrollments

Prescription plan has been updated to Caremark

Dental plan descriptions have been updated to clarify the benefit plan

Notice of additional co-shares and deductible costs for those not enrolled in Health Enhancement Program.

Benefits Update

Form Updates, Continued


Slide63 l.jpg

Two new dependent relationships have been added to the Update Dependent/Beneficiary screen

(Benefits > Employee/Dependent Information > Update Dependent/Beneficiary)

Temporary Ward, and

Ward

A ward is a minor child for whom an employee has been named legal guardian, ending at age 18.

Before creation of these dependent categories any child for whom an employee has legal guardianship, or temporary legal guardianship, was listed as either son or daughter.

The maximum age for medical, prescription, and dental coverage for a Ward or Temporary Ward is age 18, unless proof of dependency is provided.

Benefits Update

Dependent Relationships


Slide64 l.jpg

Shirl the Pearl

000000

Justin Case

Benefits Update

Dependent Relationships, Continued


Slide65 l.jpg

Benefits Update

On-Demand Event Maintenance

Reminder –

All events in On-Demand Event Maintenance must be processed through to a status of:

  • Prep None

  • Program None

  • Enrolled

    These events must be processed in a timely manner.

    Once you receive the auto-query report detailing any open or unprocessed events you should be processing those events before they reach their 60-day mark and you’re not able to access them.


Slide66 l.jpg

Benefits Update

On-Demand Event Maintenance, Continued

  • Error Messages

    When processing an event in On-Demand Event Maintenance, if you receive one of the following errors, research the employee’s record to be sure all pertinent data has been entered.

    • Prep Error (PE) – Occurs when there is an error in option preparation by Benefits Administration. This may be due to a date issue. The error message will inform you of the type of error that has occurred.

    • Election Error (EE) – Occurs when election entry is done and the system identifies an error with the information entered.

      System errors will occur and future event processing may be flawed if events are left in one of the above listed statuses. If you are not able to resolve the issue on your own, contact the Central Benefits Unit at [email protected]


Slide67 l.jpg

Prior to entering a manual event in Review BAS Activity you should do the following in an effort to prevent unnecessary or incorrect manual events:

Go to On-Demand Event Maintenance

Click “Event Status Update”

If the event has already been entered, review benefit history to verify the necessary changes have been processed.

If the event has not been entered, go to Review BAS Activity, enter in the manual event and be sure to select the applicable COBRA Action if necessary.

Benefits Update

On-Demand Event Maintenance, Continued


Slide68 l.jpg

You may then return to On-Demand Event Maintenance

Prior to clicking Schedule/Prepare Activity, Click “Show Activities”

Verify the event scheduled is correct (check event date, type of event, and Cobra Action)

If the event is correct, click Schedule/Prepare Activity and process election entry and Validate/Finalize the event.

If the event is not correct, click the – symbol to delete the event

Click OK at the warning message

Click OK to return to the On-Demand Event Maintenance screen

Click Save

Click Return to Search to verify the event has been deleted

The event can then be re-entered in Review BAS Activity using the correct information

Benefits Update

On-Demand Event Maintenance, Continued


Slide69 l.jpg

000000

Shirl the Pearl

000000

Shirl the Pearl

Benefits Update

On-Demand Event Maintenance, Continued

69


Slide70 l.jpg

When entering in adjustments to either benefits billing charges or benefits billing payments, it’s imperative that a comment be entered in the Adjustment Description field including your name or initials.

For Charge Adjustments, go to:

Benefits > Benefits Billing >

Make Adjustments > Adjust Charges

Shirl the Pearl

000000

Benefits Update

Benefits Billing


Slide71 l.jpg

For Payment Adjustments, go to: Benefits > Benefits Billing > Make Adjustments > Adjust Payments

Shirl the Pearl

000000

12345

Benefits Update

Benefits Billing, Continued


Slide72 l.jpg

When viewing the Adjustment Summary page, you should always see a reason for the adjustment in order to provide an accurate billing history.

(Benefits > Benefits Billing > Make Adjustments > Review Adjustment Summary)

000000

Shirl the Pearl

Family to Emp +1 9/1/07 RER

Benefits Update

Benefits Billing, Continued


Slide73 l.jpg

Benefits Update

Emergency Room Co-Payments

  • A new form is available for any employee wishing to waive the $35 co-pay for Emergency Room visits for either themselves or a covered dependent.

  • The “Emergency Room Copayment Waiver Request” form (CO-1315) should be completed by the employee and submitted directly to their medical insurance carrier.

  • Agencies should not accept or collect these forms. They must go directly to the medical carrier.

  • Contact information for both medical carriers is listed on the form.

  • For a copy of the form go to: www.osc.ct.gov

    • Click on the Employee Resources tab

    • Click on Medical, Dental, Misc. Benefits Information

    • The form is listed as: Emergency Room Copayment Waiver Request  - Form 


Slide74 l.jpg

Benefits Update

Health Enhancement Program

The health insurance carriers are currently tracking claims data in order to determine HEP compliance status for an enrolled employee and/or their covered dependents.

In early April, a letter from the medical carriers will be sent to all enrolled individuals indicating the required screenings that have yet to be completed.


Slide75 l.jpg

Benefits Update

Retro-Deduction Calculations

Any time an event is processed in On-Demand Event Maintenance with a date that is prior to the date of entry, a Retro Deduction Request is immediately generated.

It is imperative that agencies remember to run the retro deduction reports each pay cycle.

The Retro Deduction Requested report should be run the Monday or Tuesday of pay-confirm week. This will give agencies the opportunity to note what calculations you can expect when the Retro Deduction Calculation report is generated on Wednesday of that same week.

To access the report go to: Payroll for North America > Retroactive Payroll > Reports > Retro Ben Requested by Dept


Slide76 l.jpg

Shirl the Pearl

000000

Benefits Update

Retro-Deduction Calculations, Continued

If a Retro Request is deemed unnecessary, agency may delete the request prior to the request calculating on the Wednesday of pay-confirm week. To delete an unnecessary event go to: Payroll for North America > Retroactive Payroll > Benefits/Deductions > Delete Retro Ded Requests

The Retro Request will be listed as with a status of “Not Proc”

Check the Delete box

Click Save

76


Slide77 l.jpg

Benefits Update

Retro-Deduction Calculations, Continued

It is vital that agencies run the “Retro Ben All Calced by Dept” report on the Wednesday of each pay-confirm week.

To access the report go to: Payroll for North America > Retroactive Payroll > Reports > Retro Ben All Calced by Dept

This report will list all of the Retro Requests that have a status of “Calculated” and are ready to load to an employee’s calculated paycheck.

If, when reviewing the report, an agency determines a calculation is not necessary or incorrect they may access and uncheck the calculation for each pay period, benefit plan, and deduction classification.

To access a calculated Retro Request go to: Payroll for North America > Retroactive Payroll > Benefits/Deductions > Update Retro Ded Calc Results

77


Slide78 l.jpg

Shirl the Pearl

000000

123456789

Benefits Update

Retro-Deduction Calculations, Continued

78


Slide79 l.jpg

Benefits Update

New Hire Benefit Eligibility

In accordance with the March 15, 2011 DAS Memorandum, “Procedures for Health Insurance Benefits (Revised)”, effective January 5, 2011, health insurance coverage for eligible employees who choose to enroll in the state’s health benefit plan will be effective the first of the month immediately following the employee’s hire/re-hire date or date of eligibility.

Based on the employee’s hire date, the timing of the Job Data entries, or the timing of the benefit election entry in On-Demand Event Maintenance, it is possible that the health deductions may require manual adjustments. This is of particular importance for employees who are hired in the last half of the month.

79


Slide80 l.jpg

Benefits Update

New Hire Benefit Eligibility, Continued

  • Agencies are instructed to perform the following steps for new employees:

    • Monitor the health deductions in the employee’s paycheck.

    • If an employee does not receive a paycheck in the month that the health coverage begins, submit a manual override spreadsheet to take the missed deduction(s).

    • If a health deduction is not calculated in the paycheck, monitor the Retro Deduction Calculation process to ensure that the system calculates the deduction owed for the missed pay period(s).

  • If the retro process does not calculate the missed deduction, a manual override spreadsheet will need to be submitted.

  • All manual override spreadsheets must include both employee and state shares, and should be submitted to the Central Benefits Unit at [email protected]

80


Agenda81 l.jpg

Agenda

81


Slide82 l.jpg

Benefits Update

HEP

  • Auto Queries

  • Four auto queries have been created to assist agencies in tracking an employee’s HEP participation for accuracy. Further refinement is underway.

  • Please make sure you are reviewing these auto queries to ensure proper HEP enrollment.

    • A HEP enrolled employee who has health insurance, however is having the STPLAN deduction

    • An employee who is not enrolled in HEP and does not have health insurance but is having a STPLAN deduction

    • An employee who is not enrolled in HEP but is enrolled in health insurance and is not having a STPLAN deduction

    • An employee who is enrolled in Benefits Billing and not enrolled in HEP (Employee must have $100 STPLAN amount manually added to Benefits Billing)


Slide83 l.jpg

Benefits Update

2012 HEP Processing

  • 2012 HEP Processing

  • During this years’ open enrollment, employees have the option of changing their HEP election.

  • All employees will default to their current HEP coverage.


Slide84 l.jpg

Benefits Update

2012 HEP Processing, Continued

  • NEW!!!

  • A new HEP 1Z benefit plan type will be added effective during this year’s 2012 open enrollment period.

  • This process will replace the current STPLAN general deduction agency set-up for those employees who do not enroll or waive their HEP election.

  • All current STPLAN general deductions will be closed centrally effective with check dated June 29, 2012. Agencies do not need to take any action.


Slide85 l.jpg

Benefits Update

2012 HEP Processing, Continued

  • NEW!!!

  • Beginning June 2012 and forward any entries pertaining to new hires, new enrollees and any OE updates will include the new HEP 1Z benefit plan type.

  • Due to the new HEP 1Z benefit plan type, missed Standard Plan deductions will be picked up in the retro process similar to any missed health deductions.

  • Agencies will no longer need to manually add the Standard Plan Deductions to Benefits Billing on a regular basis. Similar to health deductions, the new 1Z plan type will automatically pick-up Standard Plan deductions in Benefits Billing. Keep in mind that if you are manually adding charges to Benefits Billing you will still need to manually add the Standard Plan Deduction to the Benefits Bill.


Slide86 l.jpg

Benefits Update

2012 HEP Processing, Continued

  • Agencies will navigate to the On Demand Event Maintenance screen and will see the new HEP 1Z Plan Type on the election entry page

  • Benefits>Manage Automated Enrollment>Events>On-Demand Event Maintenance

  • Based on the employee’s medical election, the agency will then elect the appropriate HEP or Standard Plan election and validate and finalize entries.


Slide87 l.jpg

Benefits Update

2012 HEP Processing, Continued


Slide88 l.jpg

Benefits Update

2012 HEP Processing, Continued

  • Once agencies have finalized event processing, if a confirmation statement is generated, the statement will include the HEP enrollment election.

  • Note:

    • The enrollment forms will not have the HEP 1Z benefit plan election. Employees will continue to use the Health Enhancement Program Form CO-1314 to make their HEP elections. Completed forms must be submitted by agencies to the OSC Central Benefits Unit.


Slide89 l.jpg

Benefits Update

2012 HEP Processing, Continued

  • Confirmation statements are currently being updated to include the new HEP 1Z benefit plan type enrollment effective July 2012.

  • Auto queries are currently being updated to capture the new HEP 1Z benefit plan type effective July 2012.


Agenda90 l.jpg

Agenda

90


Slide91 l.jpg

EPM Update

New Reporting Table

Health Enhancement Program Reporting Table

(CTW_HEP)

This table returns employees’ Health Enhancement Program (HEP) status. HEP status values are (E) HEP Enrolled; (F) HEP Non-compliance; (N) HEP Not Enrolled; (W) HEP Waived; and (X) Not Applicable.

Note: Employees who have more than one primary job record will not appear on the table until the error is corrected.


Slide92 l.jpg

EPM Update

New Reporting Table/Public Query

  • Health Enhancement Program

  • (CTW_HEP)

  • CT_CORE_HEP_STATUS_BY_DEPT

  • This query returns employee’s Health Enhancement Program (HEP) status by Department.

  • http://www.core-ct.state.ct.us/reports/epm.asp


Slide93 l.jpg

EPM Update

New Reporting Tables

Time and Labor Reporting Tables

TL Task (CTW_TL_TASK)

TL Override Reason (CTW_TL_OVRDRSN)

These tables return descriptions for Override Reason Code. Override Reason Code data is stored in two different data fields, Task (TASK) and Override Reason Code (OVERRIDE_RSN_CD), on the Time/Labor Reported Time table (CTW_TL_RPTDTIME).


Slide94 l.jpg

EPM Update

New Reporting Table/Public Queries

  • Override Reason Code Description Queries

  • (CTW_TL_TASK and CTW_TL_OVRDRSN)

  • CT_CORE_TL_OVR_RSN_BEF_4_14_06

  • This query returns timesheet entries by DUR – Date Under Report including Override Reason Code descriptions for timesheet entries before 4/14/06.

  • CT_CORE_TL_OVR_RSN_AFT_4_14_06

    • This query returns timesheet entries by DUR – Date Under Report including Override Reason Code descriptions for timesheet entries on or after 4/14/06.

  • http://www.core-ct.state.ct.us/reports/epm.asp


Slide95 l.jpg

EPM Update

New Job Aid

  • Override Reason Descr Join

  • This job aid assists users in properly joining either the TL Task (CTW_TL_TASK) or TL Override Reason (CTW_TL_OVRDRSN) to either Time/Labor Reported Time (CTW_TL_RPTDTIME) or Time and Labor Payable Time (CTW_PAYTIME_TBL).

  • http://www.core-ct.state.ct.us/epm/pdf/Override_Reason_Descr_Join_V4.pdf


Slide96 l.jpg

EPM Update

Enhancements

  • Compensatory Time Rpt (CTW_COMP_TIME)

  • The Compensatory Time Reporting table has been revised to include the expiration rows for hours earned in an expiring compensatory plan.

  • Two Data Fields were renamed:COMP_LEAV_IND renamed to CT_COMP_ACTIONEXP_DT renamed to CT_EXPIRE_DT


Slide97 l.jpg

EPM Update

Enhancements

  • Compensatory Time Rpt (CTW_COMP_TIME)

    • Note: Before running any existing private queries using CTW_COMP_TIME reporting table, users must open and save the query first. Furthermore due to these changes, the data fields COMP_LEAV_IND and or EXP_DT have been deleted from existing queries. Users must add the renamed data fields, CT_COMP_ACTION and CT_EXPIRE_DT, back into their query designs.


Slide98 l.jpg

EPM Update

Enhancements

  • Payroll Other Earnings View (CTW_PAYEARNS_VW)

  • CTW_PAYEARNS has been renamed to CTW_PAYEARNS_VW

    • Note: All public and private queries have been updated and no user action is required.


Slide99 l.jpg

EPM Reminder

Retirement Incentive Program

  • Public Query

  • CT_CORE_HR_RIP_ADDL_PAY_AUDIT

  • Query returns all Additional Pay entries entered for employees participating in the Retirement Incentive Program 2009 who will begin to receive pay outs beginning in July 2012.


Slide100 l.jpg

EPM Update

Time and Attendance System (TAS) Update

  • Migration of TAS data from the VAX to Core-CT EPM

  • From 1983 - 2003 many agencies tracked their employee’s attendance and leave accruals using the BOSS Time and Attendance System (TAS)

  • Core-CT is Partnering with DAS BEST on TAS Conversion Project into EPM


Slide101 l.jpg

EPM Update

Time and Attendance System (TAS) Update, Cont’d

  • Migration of TAS data from the VAX to Core-CT EPM

  • Creating new TAS (CTAS%) Reporting Tables and Public Queries in EPM

  • Creating Training Content and User Job Aids

  • Conducting User Acceptance Testing (UAT) labs with Agency HR and PR staff – March and April, 2012


Slide102 l.jpg

EPM Update

Time and Attendance System (TAS) Update, Cont’d

  • New TAS Reporting Tables

  • CTAS_ATT – TAS Attendance

  • CTAS_EMP_MSTR – TAS Employee Master

  • CTAS_ERN – TAS Earn

  • New TAS Public Queries

  • CT_CORE_TAS_ANNUAL_ATTPrompts on EMPLID and Date Range to return an employee’s attendance

  • CT_CORE_TAS_AVAIL_HRSPrompts on EMPLID and returns an employee’s accruals


Slide103 l.jpg

EPM Update

Time and Attendance System (TAS) Update

  • Migration of TAS data from VAX to Core-CT EPM

  • Plan to deploy April 2012

  • Agency HR and PR staff can participate in UAT labs by contacting:

    • Matt Shea

    • DAS BEST

    • 860 622-2029

    • [email protected]


Agenda104 l.jpg

Agenda

104


Slide105 l.jpg

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 – Not yet Scheduled. Watch for Daily Mail Announcements

105


Agenda106 l.jpg

Agenda

106


Slide107 l.jpg

Questions/Discussion

Thank you for your participation!

107


  • Login