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HRMS User Group Meeting Presentation, January 2008

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Title: HRMS User Group Meeting Presentation, January 2008 Author: bysiewiczcluenc Last modified by: kingro Created Date: 3/21/2007 5:23:23 PM Document presentation format – PowerPoint PPT presentation

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Title: HRMS User Group Meeting Presentation, January 2008


1
State of ConnecticutCore-CT HRMS Users Group
Meeting January 15 16, 2008
2
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius

Key Messages Anne North and Sue Martin
Questions Discussion All
3
Welcome
Since We Last Met . . .
  • Fiscal Year End
  • Mass Salary Changes
  • PeopleTools Upgrade
  • Maintenance Packs 4-8
  • Tax Updates and Calendar Year End Processing

4
Legacy Data Migration
BOSS Time Attendance Data
  • Currently resides on a VAX (declining platform)
  • Data retention policies are under review
  • One option under consideration is to move some of
    the data to EPM
  • Please Complete the Survey to help us
    determine what data agencies need

5
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius

Key Messages Anne North and Sue Martin
Questions Discussion All
6
Payroll Update
Additional Pay Processing Notes
  • Hint Use end dates rather than goal amounts for
    each earnings type used.
  • Hint Make a habit of reviewing Job Data Override
    on any employee who has transferred from another
    agency and for whom you are making an additional
    pay entry.

7
Payroll Update
Additional Pay Processing Notes, Continued
Existing Historical Record On Additional Pay Page
8
Payroll Update
Additional Pay Processing Notes, Continued
As this screenshot exemplifies, an override combo
code was attached to this additional pay
transaction.
9
Payroll Update
Additional Pay Processing Notes, Continued
Current Action Add new row, effective date, addl
seq, end date, and earnings amount (check ok to
pay).
10
Payroll Update
Additional Pay Processing Notes, Continued
The system brings back the last action on the job
data override which in this case is a combo code
from the 2004 row and the previous employer.
Delete this combo code and override with another
combo code specific to your agency or let the
combo code default from position data.
11
Payroll Update
Additional Pay Processing Notes, Continued
  • FINAL COMMENT
  • Load of Longevity amounts Goal amount is used
    with intent to ensure that employees on leave
    will receive payment upon return from leave.
  • Be wary of check reversals!

12
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius

Key Messages Anne North and Sue Martin
Questions Discussion All
13
Human Resources Update
Social Security Numbers
  • Social Security Numbers
  • Be cautious when entering the SSN in Personal
    Data
  • May create employee number errors
  • When correcting a SSN
  • Notify your payroll and benefit personnel of
    correction
  • Creates premium carrier discrepancies

14
Human Resources Update
FLSA Status
  • FLSA Status (Fair Labor Standard Act) is
    defaulted in from position or if changing job
    code defaults in from job code setup.
  • FLSA Status and FLSA Period in Days
  • No FLSA N/A
  • Nonexempt
  • 171 Law enforcement
  • 80 Health care worker physically working in a
    hospital
  • 40 All others

15
Human Resources Update
FLSA Status
16
Human Resources Update
FICA Status
  • FICA Status (Federal Insurance Contribution Act)
    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

17
Human Resources Update
FICA Status
18
Human Resources Update
HR Tickets
  • Tickets
  • Do not assume we are aware of an existing problem
  • Log a ticket so we can determine if a problem
    exists and have an opportunity to resolve it
  • Contact the Help Desk at 860-622-2300 or
    core.support_at_ct.gov

19
Human Resources Update
Action/Reason Codes
  • Action Reason usage in Job Data
  • Action Position Change
  • Do not use Position Change in Job Data. This
    action code is only to be used in Position Data.

20
Human Resources Update
Probationary Date
  • Probationary Date
  • Reflects the TRUE working test period end date.
  • Example Connecticut Careers Trainee.
  • One to three years training period.
  • Probationary Date field reflects length of
    training not the six-month WTP date.
  • This field does not trigger leave accruals. Must
    set up leave plans with correct effective date.

21
Human Resources Update
Maintenance Pack Changes
  • Job Data
  • Position Description is now always visible.

22
Human Resources Update
Navigation Tips
  • Searching in Core-CT
  • Find button is located in
  • Position Data
  • Job Data
  • Personal Data

23
Human Resources Update
Navigation Tips, Continued
24
Human Resources Update
Navigation Tips, Continued
25
Human Resources Update
Current Training Classes
  • Job Data and Position Data training classes
  • Job Data is full days
  • Position Data is half days with help labs
    available after the training class
  • If classes are full, ask your Agency Training
    Coordinator to put you on a waiting list.
  • http//www.core-ct.state.ct.us/training/identify
    /Default.htm

26
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius

Key Messages Anne North and Sue Martin
Questions Discussion All
27
Time and Labor Update
Leave Plans
  • No one should be using the conversion plans
  • Sick - CNVDFS
  • Vacation CNVDFV
  • PL - CNVDFP

28
Time and Labor Update
Leave Plans, Continued
  • Daily Mail dated 12/20/07
  • If entering more than one effective dated row for
    a particular leave plan, you MUST save the rows
    as you enter them.
  • Enrolling Employees in Leave Plans job aid
    updated with new instructions.

29
Time and Labor Update
Leave Plans, Continued
  • Example
  • An employee will be on maternity leave from
  • December 12, 2007 until March 2, 2008 and you
    want
  • to ensure that no accruals are awarded during the
  • leave. The employee is currently enrolled in the
  • V80AXW plan.

30
Time and Labor Update
Leave Plans, Continued
  • Steps
  • Enroll the employee in the VNOACC plan effective
    December 12, 2007
  • SAVE the row
  • Enroll the employee in V80AXW leave plan
    effective April 1, 2008
  • SAVE the row

31
Time and Labor Update
Alternate Work Schedules
  • Time in each week should be entered exactly as
    worked
  • No overtime paid for hours charged to REG
  • Overtime should be entered as it should be paid
    when the hours in each week differ.

32
Time and Labor Update
Alternate Work Schedules, Continued
  • Examples

33
Time and Labor Update
Working Conditions Stipend
  • New process
  • For payments across bargaining unit
  • All members of the bargaining unit receive
    payment
  • Agency deletes exceptions
  • Contact Belinda Thibedeau

34
Time and Labor Update
Working Conditions Stipend, Continued
35
Time and Labor Update
Time and Labor Labs
  • Labs to be offered by agency or topic
  • Content to be determined by agency users
  • Bring problems/issues to be resolved by Time and
    Labor team member
  • Can be held at agency (need room with Core-CT
    access)
  • Contact Gail Robbins to schedule labs

36
Time and Labor Update
Time and Labor Training
  • Training for new users has been developed
  • Can be modified for agency specific issues
  • Delivery starting in January
  • Need 5-8 participants per class
  • Can be held at Core-CT or agency (need room with
    Core-CT access)
  • Contact Gail Robbins to schedule classes

37
Time and Labor Update
Self Service Agencies
  • Employees at max for vacation
  • To avoid losing accrual employee can post time in
    future
  • Only have access to post time to current pay
    period and next one
  • Employee is able to use more time than entitled
    to

38
Time and Labor Update
Self Service Agencies, Continued
  • Example Current pay period

39
Time and Labor Update
Self Service Agencies, Continued
  • Example Current time posted

40
Time and Labor Update
Self Service Agencies, Continued
  • Example Future pay period

41
Time and Labor Update
Self Service Agencies, Continued
  • Agency Resolution
  • Leave Accrual Balance Report

42
Time and Labor Update
Self Service Agencies, Continued
  • Agency Resolution
  • Reported Time
  • Report

43
Time and Labor Update
Upcoming Tasks
  • Looking at rule programs
  • Some rules not being used by Workgroup
  • Some rules not working as intended
  • Some missing rules
  • Contact Karen Angell

44
Time and Labor Update
Upcoming Tasks, Continued
  • Can begin looking at Schedules
  • All schedules will be renamed
  • Rotating Averaging schedules impacted (Relative
    Start Date)
  • Will update employee records centrally
  • Contact Patti Maneggia

45
Time and Labor Update
Contact Information
  • Belinda.Thibedeau_at_ct.gov 860-622-2262
  • Karen.Angell_at_ct.gov 860-622-2020
  • Patti.Maneggia_at_ct.gov 860-622-2185
  • Gail.Robbins_at_ct.gov 860-622-2583

46
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius

Key Messages Anne North and Sue Martin
Questions Discussion All
47
Benefits Update
Remittance Process
  • Employee premium payments for health and life
    insurance are calculated monthly.
  • Process runs after the final payroll confirm for
    the month.
  • Payment is calculated by the employees
    enrollment at the time the remit process is run.
  • Benefits calendar to be issued in the near
    future
  • Timely processing is necessary to ensure accurate
    payments to the carriers.

48
Benefits Update
Remittance Process, Continued
  • Remit process will retroactively adjust one month
    to account for changes to coverage.
  • Agencies must contact OSC Central Benefits Unit
    for approval to process changes beyond sixty
    days.

49
Benefits Update
Payment and Discrepancy Report
  • Payment and Discrepancy Report (CTBNR259)
  • Agencies should utilize the report to monitor
    monthly payments to the carriers. Employees who
    have had changes to coverage and/or status must
    be reviewed.
  • Automatically sent to agencies after the remit
    process runs
  • Report has three PDF files
  • Payment Report - Lists all employee premiums paid
    and credited to the carriers for the current
    month.
  • Discrepancy report - Lists employee
    discrepancies based on the employees status
    and/or coverage level.
  • Totals Report - Lists payment report totals for
    each health and life vendor.

50
Benefits Update
Discrepancy Auto Query
  • Agencies will receive an auto query after the
    remittance process has run for the month.
  • The query will list all employees who have a
    discrepancy in their employee and/or state share
    amounts.
  • Agencies must review each employee discrepancy
    and take corrective action if necessary.
  • Agencies should compare discrepancy reports month
    to month.

51
Benefits Update
Discrepancy Auto Query, Continued
  • Examples of discrepancies
  • Late payments in benefits billing
  • Retroactive coverage changes
  • Missed payroll deductions
  • Employees who are paying back an arrears amount

52
Benefits Update
Carrier Warning/Discrepancy Lists
  • Agencies are responsible for reviewing the
    carrier warning/discrepancy lists each month.
  • Each employee record must be reviewed in Core-CT
    and corrected if necessary.
  • Each employee must be reviewed on the payment
    report to ensure that the carriers have been
    properly paid.
  • Contact OSC Central Benefits Unit for employees
    who remain on the warning list for more than one
    month.
  • Agencies must respond back to the carrier in a
    timely manner as to the status of each employee
    on the warning/discrepancy list.

53
Benefits Update
Carrier Warning/Discrepancy Lists, Continued
  • Class coverage discrepancies account for a
    majority of the total carrier discrepancies.
  • The Core-CT enrollment record should match the
    carrier enrollment record to ensure proper
    premium payments.
  • Dependents who are deemed ineligible by the
    carrier should be reviewed by the agency and if
    necessary, corrective action must be completed.
  • Overage Dependent Query Identifies dependents
    reaching age 19.

54
Benefits Update
Carrier Warning/Discrepancy Lists, Continued
  • Importance of reviewing discrepancies
  • Under/over premium payments
  • Under/over employee shares
  • Non-compliance with federal COBRA regulations

55
Benefits Update
COBRA
  • Agencies must issue a COBRA Notice within
    fourteen days of a COBRA qualifying event.
  • Verify the employees and/or dependents address
    prior to processing the COBRA qualifying event.
  • Once the event is processed, the agency should
    generate the COBRA notice the following day.
  • Contact OSC Central Benefits Unit if you are
    unable to generate the COBRA Notice.

56
Benefits Update
Termination for Non-Payment (TNP)
  • Agencies must follow the procedures outlined in
    the Office of the Comptrollers Memorandum
    2007-08, Section G .
  • Certified letters must be sent to employees
    before processing TNP events.
  • http//www.core-ct.state.ct.us/user/hrjobaids/ben/
    default.htm
  • Notify the OSC Central Benefits and Group Life
    Units of all TNP events processed.
  • Carrier payments need to be adjusted.

57
Benefits Update
Termination for Non-Payment (TNP), Continued
  • Agencies should process all TNP events in a
    timely manner to avoid creating a liability to
    the State.
  • Charges for billing periods when an employee has
    been terminated for non-payment must be charge
    adjusted to zero.

58
Benefits Update
Evidence of Insurability (EOI) and Beneficiary
Change (BNC) Events
  • Never check the Finalize/Apply Defaults
    checkbox when processing EOI or BNC events in On
    Demand Event Maintenance.
  • In order to prevent erroneous cancellation of
    health and prescription coverage, you must enter
    an election in On Demand Event Maintenance for
    the EOI and BNC events.
  • In On Demand Event Maintenance - Election Entry
  • EOI event - Enter the W (waive) option validate
    and finalize the EOI event. If approved by the
    life insurance carrier, the OSC Group Life Unit
    will enter the coverage using a second EOI event.
  • BNC event - Verify that the option code is
    entered for the benefit plan that the employee is
    enrolled in and if required, input the
    beneficiary information. Validate and finalize
    the BNC event.

59
Benefits Update
Evidence of Insurability (EOI) and Beneficiary
Change (BNC) Events
  • Check the Health Insurance and Life and ADD
    enrollment screens in Core-CT before and after
    processing these events to ensure enrollment is
    correct.
  • Review the Retro Ben All Calced by Dept. report
    on Wednesday of every pay confirm week to ensure
    health and life deductions are correct.

60
Benefits Update
Evidence of Insurability (EOI) and Beneficiary
Change (BNC) Events
  • Refer to the Retroactive Benefit Deduction
    Process Job Aid for further information
  • http//www.core-ct.state.ct.us/user/hrjobaids/ben
    /default.htm
  • Contact OSC Central Benefits Unit for assistance
    at 860-702-3535 or e-mail at
  • osc.benefitcorrections_at_po.state.ct.us

61
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius

Key Messages Anne North and Sue Martin
Questions Discussion All
62
EPM Enhancement
EPM New Reporting Table
  • CT_EMERGCY_CNCT
  • Emergency contact information for all active
    department employees.
  • The Emergency Contact table is designed to assist
    agencies in development of rapid employee
    notification procedures in the event of a crisis.
  • Role required CT AGY HR SPECIALIST

63
EPM Enhancement
EPM New Reporting Table, Continued
  • Public Query
  • CT_CORE_HR_EMERGENCY_CONTACTS

64
EPM Job Aids Updated
EPM 2008 Job Aids
  • HR EPM SUBJECT MODEL AND REPORTING TABLE
  • New Tables and Descriptions added
  • CT_EMERGCY_CNCT
  • CT_DRIVERLIC May, 2007
  • CT_MILITARY March, 2007
  • http//www.core-ct.state.ct.us/epm/docs/hr_reporti
    ng_table_summary.doc

New!
65
EPM Job Aids Updated
EPM 2008 Job Aids, Continued
  • EPM Reporting Table Indexes Join Criteria
  • Revised to include additional reporting tables.
  • All accurate table joins identified.
  • http//www.core-ct.state.ct.us/epm/docs/rptng_tbl_
    ndxs_in_crtr.doc

66
EPM Job Aids Updated
EPM 2008 Job Aids, Continued
67
EPM Job Aids Updated
EPM 2008 Job Aids, Continued
  • Reporting Table to Role Mapping
  • Updated to include all projects/costing module
    roles.
  • http//www.core-ct.state.ct.us/epm/

68
EPM Job Aids Updated
EPM 2008 Job Aids, Continued
EPM REPORTING TABLE or SECURITY ACCESS NODE ROLENAME
CT_EMERGCY_CNCT CT AGY HR SPECIALIST
CT_EMERGCY_CNCT CT AGY HR SPECIALIST (CA)
CT_EMERGCY_CNCT CT CNTRL HR SPECIALIST
CT_EMERGCY_CNCT CT CNTRL HR SPECIALIST (CA)
CT_EMERGCY_CNCT CT CNTRL HR WRK COMP MGR
CT_EMERGCY_CNCT CT CNTRL HR WRK COMP SPEC
CT_EMERGCY_CNCT CTHRSENSITIVEDATA


69
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius

Key Messages Anne North and Sue Martin
Questions Discussion All
70
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, April 8, 2008, 130pm -
    400pm and Wednesday, April 9, 2008, 900am -
    1200pm
  • Room 1002A and 1002B
  • 101 E. River Drive

71
Agenda
Welcome Anne North and Sue Martin
Business Process Updates
Payroll Nancy Ribes and Shirley Galka
Human Resources Lina Simonu
Time and Labor Belinda Thibedeau
Benefits Marilee Gagliardo
EPM Barbara Jacius

Key Messages Anne North and Sue Martin
Questions Discussion All
72
Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?
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