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September 2008 HRMS User Group Meeting

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

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Title: September 2008 HRMS User Group Meeting


1
State of Connecticut Core-CT HRMS Users Group
Meeting March 20 21, 2012
1
2
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy, Araceli Alvarez
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
2
3
General Announcements
Core-CT Staffing News
3
4
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
5
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
6
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
7
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
8
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
9
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
10
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
11
General Announcements
ePay
  • We piloted a new feature at the Attorney
    Generals 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
12
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
13
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy, Araceli Alvarez
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
13
14
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
15
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
16
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
17
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 employees tax set up, any
    election the employee makes will carry over to
    both checks.

17
18
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. Interfa
ce files are due on Monday, March 26th by 2PM.

18
19
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
20
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy, Araceli Alvarez
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
20
21
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
22
Human Resources Update
April 2012 Longevity Process
  • Seven longevity scenarios were programmed
  • SoReview carefully to ensure accuracy
  • Ensure only eligible employees receive payment.
  • Ensure amount is correct.

22
23
Human Resources Update
April 2012 Longevity Processing
  • Please refer to Daily Mail dated March 5, 2012
    for specific information.

23
24
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
25
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
26
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
27
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
28
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

29
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/p
stns_denid_or_rcycld.doc Agencies may also
review the Position Approval History Report for
day-to-day review of positions in need of
attention
30
Human Resources Update
Fiscal Year End Important Reminders, Continued
  • Cleanup Options Recycled and Denied Positions
  • Update the 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

31
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 will NOT 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.

32
Human Resources Update
Fiscal Year End Time Line
  • Agency Position Specialists will have VIEW-ONLY
    access 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.

33
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 and after the completion of the
    Financials Process for the final pay cycle of
    FY12 (approx. 6/27/2012).

34
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
35
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
36
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
37
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 pauline.mahoney_at_ct.gov or
    860-713-5033

37
38
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
39
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
40
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka, Shelley Mosig, Nancy Ribes
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy, Araceli Alvarez
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
40
41
Retiree Health Care Refunds
New Procedures for Terminations
  • 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
    employees final check.

42
Retiree Health Care Refunds
Updated Termination Process
  • 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.

43
Retiree Health Care Refunds
Refund Eligibility
  • 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.

44
Retiree Health Care Refunds
Exceptions to Refund Eligibility
  • 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.

45
Retiree Health Care Refunds
Exceptions to Refund Eligibility Multi jobs
  • 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.

46
Retiree Health Care Refunds
Terminate the Deduction
  • 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.

47
Retiree Health Care Refunds
Terminate the Deduction, Continued
  • Review Employees 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.

48
Retiree Health Care Refunds
Assess Amount of Refund
  • Use EPM Query 4 under HRMS 3 Retiree Health
    Fund Job Aid to calculate refund amount

49
Retiree Health Care Refunds
Exit Interview
  • 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.

50
Retiree Health Care Refunds
Exit Interview, Continued
  • 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- 13
    0120rev2011-11.rtf
  • Employee must sign CO-1301.

51
Retiree Health Care Refunds
Process Refund
  • 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
    employees 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.

52
Retiree Health Care Refunds
Process Refund, Continued
  • 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 OSC.OPEB_at_po.state.ct.us

53
Retiree Health Care Refunds
Process Refund, Continued
  • 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 employees last check via a
    one-time deduction override forwarded from the
    employing agency to Central Payroll.

54
Retiree Health Care Refunds
Post Payment Audit
  • 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

55
Retiree Health Care Refunds
No Change to Refund Process Active Employees
  • 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

56
Retiree Health Care Refunds
Tracking System is Under Development
  • 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.

57
Retiree Health Care Refunds
Reference Materials
  • 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)

58
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy, Araceli Alvarez
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
58
59
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
59
60
Benefits Update
2012 Open Enrollment
  • 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

61
Benefits Update
Form Updates
  • 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 the
    medical 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 dependents 26th
    birthday and no later than thirty days following
    the dependents 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.

61
62
Benefits Update
Form Updates, Continued
  • 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.

63
Benefits Update
Dependent Relationships
  • Two new dependent relationships have been added
    to the Update Dependent/Beneficiary screen
  • (Benefits gt Employee/Dependent Information gt
    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.

64
Benefits Update
Dependent Relationships, Continued
65
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 youre not able to access them.

66
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 employees 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 osc.benefitcorrection
    s_at_po.state.ct.us

67
Benefits Update
On-Demand Event Maintenance, Continued
  • 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.

68
Benefits Update
On-Demand Event Maintenance, Continued
  • 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

69
Benefits Update
On-Demand Event Maintenance, Continued
69
70
Benefits Update
Benefits Billing
  • When entering in adjustments to either benefits
    billing charges or benefits billing payments,
    its imperative that a comment be entered in the
    Adjustment Description field including your name
    or initials.
  • For Charge Adjustments, go to
  • Benefits gt Benefits Billing gt
  • Make Adjustments gt Adjust Charges

71
Benefits Update
Benefits Billing, Continued
  • For Payment Adjustments, go to Benefits gt
    Benefits Billing gt Make Adjustments gt Adjust
    Payments

72
Benefits Update
Benefits Billing, Continued
  • When viewing the Adjustment Summary page, you
    should always see a reason for the adjustment in
    order to provide an accurate billing history.
  • (Benefits gt Benefits Billing gt Make Adjustments gt
    Review Adjustment Summary)

73
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 

74
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.
75
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 gt Retroactive
Payroll gt Reports gt Retro Ben Requested by Dept
76
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 gt Retroactive Payroll gt
Benefits/Deductions gt Delete Retro Ded
Requests The Retro Request will be listed as with
a status of Not Proc Check the Delete box
Click Save
76
77
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 gt Retroactive Payroll gt
Reports gt 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 employees 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 gt
Retroactive Payroll gt Benefits/Deductions gt
Update Retro Ded Calc Results
77
78
Benefits Update
Retro-Deduction Calculations, Continued
78
79
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 states health
benefit plan will be effective the first of the
month immediately following the employees
hire/re-hire date or date of eligibility. Based
on the employees 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
80
Benefits Update
New Hire Benefit Eligibility, Continued
  • Agencies are instructed to perform the following
    steps for new employees
  • Monitor the health deductions in the employees
    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
    osc.benefitcorrections_at_po.state.ct.us.

80
81
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Araceli Alvarez
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
81
82
Benefits Update
HEP
  • Auto Queries
  • Four auto queries have been created to assist
    agencies in tracking an employees 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)

83
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.

84
Benefits Update
2012 HEP Processing, Continued
  • NEW!!!
  • A new HEP 1Z benefit plan type will be added
    effective during this years 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.

85
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.

86
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
  • BenefitsgtManage Automated EnrollmentgtEventsgtOn-Dem
    and Event Maintenance
  • Based on the employees medical election, the
    agency will then elect the appropriate HEP or
    Standard Plan election and validate and finalize
    entries.

87
Benefits Update
2012 HEP Processing, Continued

88
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.

89
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.

90
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy, Araceli Alvarez
EPM Daniel Moreland

Wrap-up Sue Martin
Questions Discussion All
90
91
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.
92
EPM Update
New Reporting Table/Public Query
  • Health Enhancement Program
  • (CTW_HEP)
  • CT_CORE_HEP_STATUS_BY_DEPT
  • This query returns employees Health Enhancement
    Program (HEP) status by Department.
  • http//www.core-ct.state.ct.us/reports/epm.asp

93
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).
94
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

95
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_Re
    ason_Descr_Join_V4.pdf

96
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_ACTION EXP_DT renamed to
    CT_EXPIRE_DT

97
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.
98
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.

99
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.

100
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
    employees 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

101
EPM Update
Time and Attendance System (TAS) Update, Contd
  • 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

102
EPM Update
Time and Attendance System (TAS) Update, Contd
  • 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_ATT Prompts on EMPLID and Date
    Range to return an employees attendance
  • CT_CORE_TAS_AVAIL_HRS Prompts on EMPLID and
    returns an employees accruals

103
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
  • matt.shea_at_ct.gov

104
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka, Shelley Mosig, Nancy Ribes
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy, Araceli Alvarez
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
104
105
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
106
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Shirley Galka
Human Resources Deb Atkinson
Refunds - Retiree Health Care Peggy Haering
Benefits Rae-Ellen Roy, Araceli Alvarez
EPM Daniel Moreland
Wrap-up Sue Martin
Questions Discussion All
106
107
Questions/Discussion
Thank you for your participation!
107
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