HRMS User Group December 2004

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State of ConnecticutCore-CT Project HRMS Users
Group Meeting December 6 7, 2004
2
Agenda Welcome
3
Agenda Payroll Update
4
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 1100a.m.
  on that Thursday

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Payroll Update
Payroll Schedule Description

• The system locks out at 200p.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

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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 500p.m. on Tuesday of
  confirm week

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Agenda Human Resources Update
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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

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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

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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

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Agenda Time and Labor Update
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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

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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

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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)

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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

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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

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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

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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

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Agenda Time and Labor Update
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Benefits Update
Agenda

• Benefits Billing Review
• Comptrollers Memorandum 2004-3A
• Billing Enrollment, Payment, and Adjustments
• COBRA Review
• Overage Dependent Processing
• Questions

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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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Benefits Update
Benefits Billing
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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

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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

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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 Employeesgt Administer Base
  Benefitsgt Usegt Health Benefits ( also Life ADD
  Benefits) .

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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.

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Agenda Time and Labor Update
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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

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HRMS Key Messages
Current Priorities

• Preparation and execution of 2004 Year End
  processing
• Resolution of outstanding accrual processing
  issues
• Resolution of Financial Integration issues

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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 130 - 400
  and Tuesday, March 29, 2005 900 1200
• Room 4214A and 4214B
• 101 E. River Drive

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Agenda Time and Labor Update
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Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?