Payroll / Human Resources User Group

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Payroll / Human Resources User Group
December 1st, 2009 900 AM
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Agenda
9.0 Update
Benefits Update
Payroll Items
How to Enroll Part Time Employees
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Opening Remarks
Paul Carlson
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Announcements
Deductions (Steve Lortz)
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9.0 Update
Amy Archuleta
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Wellness Benefits Update
Paula Fankhauser Mike Wanetka
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Flex Debit Card
Benefits Update

• How does it work
• Cost of the Card
• Audit Process

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LB 551
Benefits Update

• Effective January 1, 2010
• Continuation of Coverage
• Eligible dependents up to age 30
• Pretax Payroll Deduction
• Separate premium and deduction
• Individual premium. State will not subsidize.

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Additional Plan Information
Benefits Update

• New DBAs for the new LB 551 Plan
• Biweekly
• Monthly
• Temporary
• Mental Health Parity Act
• Effective 7/1/10
• Mental health and substance abuse must be treated
  as any other illness

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Request For Proposals (RFPs)
Benefits Update

• Long Term Care Plan
• Short Term Disability
• Dental
• Vision
• EAP

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Biometric Screenings
Benefits Update

• Screenings will be held during the Open
  Enrollment time period
• Home Kit
• Doctors Physical

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Wellness Activity
Benefits Update

• 4,658 completed the Health Assessment
• 2,722 Enrolled in Health Coaching
• 13 different Focus Areas
• 204 Enrolled in Condition Management
• 98 Diabetes
• 43 Back Pain
• 11 Depression
• 23 Coronary Artery Disease
• 3 Heart Failure
• 22 Asthma
• 4 Coronary Obstructive Pulmonary Disease

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Walk This Way Activity
Benefits Update

• 2,761 Enrolled
• 1155 participants have achieved Governors Goal
  (gt360,000 total steps)
• 265 participants have achieved gt1 million
• 8 participants have achieved gt2 million

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Wellness PPO Eligibility Criteria
Benefits Update

• 2010/2011 Plan Year
• Completion of choice of one wellness program by
  March 31, 2010
• Walk This Way, EMPOWERED Coaching, Condition Mgt
  Coaching
• Participation in annual Biometric Screening
  (April/May 2010)
• 3. Completion of annual Health Assessment
  (April/May 2010)
• both enrolled ee and spouse must complete
• NOTE failure to meet criteria will result in
  defaulting to the
• Regular PPO Plan at the appropriate tier, based
  on the
• effective date

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Wellness Plan Activity
Benefits Update

• Wellness PPO (n3,778)
• 536 enrolled in zero programs
• 2,099 enrolled in 1 program
• 1,113 enrolled in 2 programs
• 30 enrolled in 3 programs
• Blue Choice, HDHP and Reg PPO
• 906 enrolled in 1 or more wellness program
• Employees will receive a home mailer notice and
  each Agency HR contact will receive listing.

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Benefits Update
Biometric Screenings

• Goal Increase awareness of health status - Know
  your numbers
• Reasoning Ignoring prevention and early
  detection can significantly impact quality of
  life and medical costs
• Eligibility All employees and spouses enrolled
  in any State of Nebraska medical plan
• Results are confidentially managed by third party
  (HealthFitness) Personal health information will
  not be released to State of Nebraska

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Uses of Screening Results
Benefits Update

• Gain knowledge and increase awareness of personal
  health risks
• Immediate Health Advisor consultation
• EMPOWERED Health Coaches will use during coaching
  sessions
• Aggregate data is used to assess risk prevalence
• Aggregate data used to measure wellness program
  impact (year to year comparisons)
• Confidential and HIPAA compliant

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Biometric Screening Options
Benefits Update

• Option 1 Onsite Screenings
• Attend on-site screening from Apr 1 May 31
• Approx 40 State locations
• Online scheduler and location listing
• Approximately 20 minutes to complete
• Measurement
• Blood pressure
• Height/weight
• Finger stick blood draw total cholesterol, HDL,
  LDL, triglycerides, glucose
• Health Advisors will provide and review
  individual results (confidential and private)

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On-Site Screening Detail
Benefits Update

• Staffed by third party (HealthFitness)
• Meet both federal and state licensing and
  certification regulations
• Planning process includes
• Outreach to site contacts at each screening
  location
• Completion of Screening Worksheet
• Confirmation of date/time/room reservation
• Large conference room, table, chairs, TV and DVD
  player
• Set up and staffing of screenings
• Screening supplies sent to each location
• Individual results uploaded into Health
  Assessment
• Connection to HealthFitness secure VPN with
  encryption
• Health Advisor consultation
• Health Advisors will provide and review
  individual results (confidential and private)

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Proposed Screening Locations
Benefits Update

• Lincoln (15)
• Omaha (7)
• Kearney
• North Platte
• Tecumseh
• York
• Papillion
• Bellevue
• Nebraska City
• Beatrice
• Geneva
• Ainsworth

Hastings Grand Island Lexington Broken
Bow McCook Sidney Gering ONeil Norfolk Dakota
City Columbus Fremont Chadron
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Screening Options (cont)
Benefits Update

• Option 2 Home Kit
• Request finger stick kit and mail in specimen
• Uploaded in Health Assessment
• Option 3 Recent Doctor Visit (form)
• Use Doctor visit results from Jan 1 May 1
• Submit form
• Uploaded in Health Assessment
• NOTE Wellness PPO provides 100 coverage for an
  annual preventive exam

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Communications
Benefits Update

• IIF/PHRUG
• Each Agency HR Contact
• Open Enrollment
• Wellness e-mails
• All employee e-mails
• Home mailer
• StateHouse Observer

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Payroll Items
Syl Luhring
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Interims
Payroll Items

• New Policy will do ONLY IF cannot be done
  through payroll.
• Now going Auto Deposit Will settle the
  following business day.
• Processed on Tuesdays and Fridays only due to ACH
  and payroll conflicts Friday settles on Monday.
• Retirement and Terminations when applicable
  process through payroll.
• Cleaner, more accurate and does not require
  warrant.
• Change W4 if need to for taxes.

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Payroll Items

• Awards

Awards are now processed through payroll
instead of by warrant. Allows for better W2
tracking and correct info on pay stubs.
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Payroll Items

Pay Schedules

• Both Monthly and Bi-weekly schedules are on the
  web.
• New change for Christmas week. The M-12
  schedule has been changed to reflect cutoff on
  the 18th and Certification on the 21st. BW26
  will stay set for Cutoff on the 22nd and
  Certification on the 23rd.

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E-Bargaining Unit Update
Payroll Items

• For rest of this year, Holiday pay is the most
  important thing to watch. Overtime is being
  calculated differently now. - Holiday hours are
  not considered hours worked for purposes of
  Overtime calculations.

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Payroll Items
Push to Zero Warrants

• On the payroll side, the process is complete.
• Payroll Stats
• Bi-weekly payroll processed 15,400 each period
• Monthly payroll processed 2,800 each period
• Warrants before the push
• Bi-weekly warrants processed 1,400 1,500
• Monthly warrants processed 900 950
• After Push Less that 10 for all 3 payrolls
  combined. Mostly for monthly new hires.

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Expense Reimbursements
Payroll Items

• New push for Auto Deposit of Expense
  reimbursement payments.
• Involves all three areas Payroll, HR and
  Accounting.
• Using the Payroll highway to enter the banking
  information into NIS for the AP side.
• Goal for completion Year End.

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Setup Process
Payroll Items

• Complete the Direct Deposit Information Form for
  Appointed Members on the web site forward to me.
• Must have address book number with search type of
  N
• Search Type of PP must be processed with a
  change request before being set up.
• go to the NIS sign on page
• click on the Sign on to NIS
• scroll to the bottom of the screen.
• There click on the link to the Address Book .
• check the radial button labeled Address Book
  Change.
• Complete the next page with the information
  requested.
• When completed, click submit.
• The request will be forwarded to the Address Book
  division where it will be reviewed and the record
  updated. You will receive an automated email
  when the change has been made.

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Deductions vs. Direct Deposits
Payroll Items

• Payroll Deductions are time consuming, cumbersome
  and require considerable time on the back end to
  balance and maintain.
• Planning to return to the old standard of
  processing payroll deductions for payees
  receiving more than 100 payments from the
  employee base
• Parking, the Y and certain memberships would be
  excluded from the list to be cut.
• Insurance companies are primary ones for
  consideration.
• Some are receiving only 3-5 payments .

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Deductions vs. Direct Deposits
Payroll Items

• Payments scheduled for Credit Unions or other
  financial institutions would be switched from
  payroll deduction to Direct Deposit.
• (State Credit Union has already begun the
  transfer from payroll deduction to deposit)
• The process would be less expensive for us and
  provide faster service for you when making
  payments to these institutions.

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How to Enroll Part Time Employees
Steve Lortz Cyril Joppa
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How to Enroll Part Time Employees
Enter a part time leave plan. Click OK.
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How to Enroll Part Time Employees
Change Amount or Rate screen is displayed. Enter
the FTE of the part time employee on the accrual
DBA with the lower number. You should never
enter an amount/rate for accrual DBA 8600 or 8601.
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Questions Answers
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