11 state of connecticut core-ct hrms users group meeting march 22 & 23, 2011
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11
State of ConnecticutCore-CT
HRMS Users Group Meeting
March 22 & 23, 2011
22
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh, Cheryl Catania, Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
33
General Announcements
Core-CT Staffing NewsCore-CT Staffing News
44
General Announcements
Opening New Windows with IE8
55
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh, Cheryl Catania, Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
6
Payroll Update
e-Pay Pilot
An ePay Pilot has been rolled out for employees of DAS and OSC
• Employees of these agencies are currently able to view and print their paycheck information
• Historical paycheck information will be available in ePay beginning with November, 2010
• Up to one year of paycheck information will be made available on-line.
7
Payroll Update
e-Pay Pilot, Continued
Employees With Multiple Jobs
• Once an employee has access to paycheck information for one job, he/she will have that access for all jobs.
8
Payroll Update
e-Pay Pilot, Continued
Printing of Advices
For the immediate future, advices will continue to be printed and distributed for ePay employees.
9
Payroll Update
Employee View
Navigate to: Self Service>Payroll and Compensation>Employee Self Service, and
select the View Paycheck Information link.
10
Payroll Update
Employee View, Continued
From the Search page, select the Pay Period End Date link.
11
Payroll Update
Employee View, Continued
12
Payroll Update
ePay Expansion
A plan is being developed to expand ePay to other agencies.
Consideration is being given to agencies already using self service Time & Labor due to the minimal Security change needed.
Agencies that are not using self service will need to have employees set up with a Core-CT user id.
ePay is available during regular HRMS on-line hours.
13
Payroll Update
Tax Update
Check dated 3/25/2011 will reflect a federal tax change as indicated in our Core-CT HR Daily Mail dated March 14th.
1414
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh, Cheryl Catania, Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
1515
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
1616
Human Resources Update
Fiscal Year End
During the Fiscal Year End Process….
….Combination Codes are updated with a new Budget Reference from 2011 to 2012 by either:
Updating existing Combo Codes with new Budget ReferenceOR
Creating new Combo Code ‘sequences’ with new Budget Reference
….Positions are updated with a new Budget Reference from 2011 to 2012 with the insertion of a mass-generated row.
17
Human Resources Update
Fiscal Year End, Continued
• OPM will no longer distribute the Core ABS Roster Update file to Agency Budget Officers as in the previous years’ FY Processes
• Updates to agencies’ positions prior to the Fiscal Year Load via the Core ABS Roster will no longer be required
• OPM will continue to provide Agency Budget Officers with the B-1 Roster in the same format as previous years
18
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
19
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 11, 2013
…Refer to Job Aid: How to Identify and Resolve Denied or Recycled Positions: 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
20
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
21
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 11, 2011.
• 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.
22
Human Resources Update
Fiscal Year End – Time Line
• Agency Position Specialists will have VIEW-ONLY access in Position Data from June 13th through the close of business on June 17th
• The new budget information will be loaded into Core-CT during the week of June 13th
• A new row dated June 3, 2011 will be inserted into each Active and Approved position.
23
Human Resources Update
Fiscal Year End – Time Line
• Project Agencies ( DOT, DEP, ITD, DPW, DPH, CSC ) will have new project Combination Codes available on June 3rd, 2011, with an effective date of June 3rd, 2011.
• All other agencies will have new Combination Codes available on June 14th, 2011, with an effective date of June 3rd, 2011.
• These codes will be built 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 FY11 (approx. 6/14/2011).
24
Human Resources Update
Fiscal Year End Assistance
The HRMS Fiscal Year End Job Aid will be available at:
http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm
2525
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Cheryl Catania
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
2626
Human Resources Update
April 2011 Longevity Process
• First Preliminary Reports were available on Friday, 03/07/2011.
• Second Preliminary Reports were available on Friday, 03/18/2011.
• Final Processing will occur on Friday, 04/01/2011.
• Final Reports will be available on Saturday, 04/02/2011.
2727
Human Resources Update
Longevity Process, Continued
EX Salary Plan – Item 1632E
• EX will no longer be updated during the Longevity process.
• Longevity Date was last updated October 1, 2010. Agencies will need to manual adjust date to reflect January 6, 2011.
• Additional Pay will need to be manually entered.
28
Human Resources Update
Temporary Service in a Higher Class
The Temporary Service in a Higher Class Job Aids have been revised.
• Updated to clarify procedures.
• New reason code Return from TSHC Waiting Period.
• No longer need to add Data Change to activate life insurance.
http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm
2929
Human Resources Update
Retroactive Position Actions
Core-CT staff do not have the ability to insert a retroactive position row. • Positions must be entered at the agency level with a current
date.
• Retroactive effective date must be placed in the Detailed Position Description link and on the Approval Tab.
• Once approved, log a ticket to have effective date corrected. List all fields that were changed in the action.
http://www.core-ct.state.ct.us/user/hrjobaids/hr/position_worklist_approval_process.doc
30
Human Resources Update
Primary Job Indicator
When saving a new record, if you receive the warning that an employee already has a primary job, do not ignore this message.
• If applicable, change the indicator to secondary prior to saving the transaction.
• If job must be primary, contact other employer to switch indicator to secondary.
• Two primary jobs could have a negative impact on benefits or the system.
31
Human Resources Update
Inactivation of Reason Code
The Reason Code of Health Insurance Continuation (HIC) has been inactivated. Eligible employees now receive health benefits the first of the month following employment.
3232
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
3333
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Hires• Contact DAS Central Audit Unit if a “hard error” occurs
after entering the employee’s Social Security Number in the National ID field.
• If an “Active” record exists for the employee, the gaining agency must communicate with the losing agency.
3434
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Transfers/Rehires • Verify position approval has been received prior to
submitting the Transfer/Rehire request.
• Gaining Agency should check “status position” before sending the request verifying “approved”. Anything other than “approved” contact Core.
3535
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Transfers/Rehires, Continued
• Complete all fields on the form including phone number, the employee job code and the contact person’s phone number.
3636
Human Resources Update
DAS HR Business Rules and Central Audit Unit
General Reminders• Use the Action/Action Reason Codes Job Aid for
determining the correct Action/Reason code for a specific situation.
http://www.corect.state.ct.us/user/hrjobaids/hr/action reason_codes.doc
3737
Human Resources Update
DAS HR Business Rules and Central Audit Unit
General Reminders - Continued• If you are unsure of the Action/Reason code or salary
calculation call DAS HR Business Rules/Central Audit before entering the transaction into Core-CT.
• Address questions pertaining to salary calculations to pauline.mahoney@ct.gov, heather.tweedale@ct.gov and/or shari.grzyb@ct.gov for a response.
3838
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Working Test Period Completion• The correct effective date of a completed working test
period is the day after the last probationary date.
• Example: An employee hired on December 30, 2010 completes the probationary period on June 29, 2011.
• The effective date of the Data Change/WTC would be June 30, 2011. This is the correct code to use when processing the completion of the working test period.
3939
Human Resources Update
DAS HR Business Rules and Central Audit Unit
Working Test Period Completion, Continued
• Same business rule applies to Transfers and Promotions.
• The working test period is determined by the bargaining unit.
4040
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh, Cheryl Catania, Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
41
Time and Labor Update
NP-5 (09) Workgroups
• There have been new workgroups created for NP-5 (09) Connecticut Fire & Police
• The new workgroups are for continuous operations agencies
• Now contain rotating averaging rules
• Christmas holiday is December 25
42
Time and Labor Update
NP-5 (09) Workgroups, Continued
Existing Workgroup New Workgroup
09ESTDGEN 09ECONGEN
09ESTDAPPN 09ECONAPPN
09PSTDGEN 09PCONGEN
09PSTDAPPN 09PCONAPPN
43
Time and Labor Update
NP-5 (09) Workgroups, Continued
• 24/7 agencies having NP-5 (09) employees need to update the workgroup
• New workgroups effective dated April 8, 2011
• Agencies can add a future dated row
44
Time and Labor Update
Leave Accrual TRCs
• Time Reporting Codes mapped to accrued leave – sick, vacation, PL - have been updated
• These TRCs can no longer be entered with a negative quantity on the timesheet
• Effective April 8, 2011
45
Time and Labor Update
FLSA Update
• Time and Labor rules review has been completed.
• Testing has been completed.
• Go-live has been delayed in order to perform parallel testing.
46
Time and Labor Update
FLSA Update, Continued
• Parallel testing provides more comprehensive data on the FLSA impact of the new Time and Labor rules.
• New go-live date has not yet been determined.
• More information will be provided as it becomes available.
47
Time and Labor Update
Self Service
• Agencies wishing to explore self service can contact the Time and Labor team.
• A one-hour presentation showing self service screenshots of the Timesheet and Approval pages can be provided.
• Agency tasks and training are also discussed.
• Contact: Belinda Thibedeau (860) 622-2262.
4848
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh, Cheryl Catania, Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
49
Benefits Update
Health Insurance Eligibility
Beginning in 2011, health insurance coverage for eligible employees who choose to enroll in the state’s health benefit plan will be effective for the first of the month immediately following the employee’s hire date or date of eligibility.
Example: Employee hired on March 22nd; health insurance coverage is effective April 1st.
50
Benefits Update
Health Insurance Continuation
• Pursuant to Public Act No. 10-13 COBRA health insurance continuation coverage is extended to a period of thirty (30) months after the date of the following events: layoff, reduction of hours, leave of absence, or termination of employment.
• Core-CT has been reconfigured to issue COBRA notices using this updated information.
51
Benefits Update
Benefits Billing Balances
• As of March 18th there were 190 employees owing more than $500 in Benefits Billing– 80 employees owe more than $1,000– 25 employees owe more than $2,000
• Agencies may submit manual overrides for the billing balances due for employees that have returned from leave.– Override amounts will be placed in the employee’s arrears balance and
will be deducted via payroll deductions.
• Employees failing to pay outstanding benefits billing balances that have not returned to work must be issued a certified Termination for Non-Payment letter. If they then do not pay within the designated time frame agencies must contact the Central Benefits Unit to process a termination for non-payment event.
52
Benefits Update
Young Adult Coverage until Age 26
Under the “Affordable Care Act” employees may now add or keep their dependents on their medical and prescription insurance policy until they turn 26 years old.
In the case of the State of Connecticut, this update is effective the first day of our plan’s “policy year”, July 1, 2011.
53
Benefits Update
Young Adult Coverage, Continued
Adult Children can enroll or remain enrolled on an employee’s medical and prescription plan during Open Enrollment or following a Qualifying Event whether or not they are:
• Married (does not include the dependent’s spouse or the
employee’s grandchildren);• Living in Connecticut;• Living with the employee;• In school;• Financially dependent on the employee;• Eligible to enroll in their employer’s plan.
54
Benefits Update
Young Adult Coverage, Continued
What does the employee need to provide in order to enroll their Dependent Child Under Age 26?
Employee’s Relation to Dependent
Documentation Required
Birth Parent Birth Certificate
Legal Guardian Documentation of Legal Guardianship
Adoptive Parent Adoption Decree or Birth Certificate
Step Parent Birth Certificate and Marriage Certificate
55
Benefits Update
Young Adult Coverage, Continued
Certified Marriage License
T. Clercke Asst. Registrar
3/17/11Spouse 1 Spouse 2
Hartford Hartford March 17, 2011Ima Justiss Ima Justiss
3/20/11 T. Clercke ###-##-#### ###-##-####
56
Benefits Update
Young Adult Coverage, Continued
Coverage Termination• The change to benefit eligibility does not affect eligibility
for dental plan coverage. Dependent children will continue to be removed from dental coverage at age 19 unless certified as disabled.– An auto-query has been created to notify agencies of enrolled
dependents reaching age 19.
– In order to remove a dependent from dental coverage, a Family Status Change (FSC) event must be manually entered in the Review BAS Activity page with a COBRA Action reason code of “AGE”.
57
Benefits Update
Young Adult Coverage, Continued
Coverage Termination, Continued
• For those reaching age 26, the COBRA auto-trigger is configured to automatically remove these dependents from medical and prescription coverage unless they are certified as disabled.
• If a dependent is disabled they must be certified by the employee’s medical carrier before they reach the maximum benefit age.
58
Benefits Update
Young Adult Coverage, Continued
Coverage Termination, Continued
• Student status is no longer pertinent. If a dependent child is certified disabled only the “Disabled” box should be checked in the “Update Dependent/Beneficiary” screen’s “Personal Profile” tab. If the student checkbox is also checked the carriers will only get the student info and will not receive notification of the dependent’s disabled status.
59
Benefits Update
Unprocessed Events
• In order to properly load the Open Enrollment event to the On-Demand Event Maintenance screen for all employees all events must be closed and processed.
– As of March 1, 2011 there were 650 open, unprocessed events over 60 days old in On-Demand Event Maintenance.
– Each of those events averages another 2 events that follow the open event that will also need to be processed.
– All of these events will now need to be processed by the Central Benefits Unit staff.
60
Benefits Update
Unprocessed Events, Continued
Important Follow-Up Required
• It is imperative that any time an entry is made in “Job Data” or “Review BAS Activity” that you follow up by reviewing “On-Demand Event Maintenance” and processing the event that is created within 60 days – regardless if the employee is benefits eligible.
61
Benefits Update
Processing EventsThe “Finalize/Apply Defaults” checkbox should not be checked as a shortcut to process an event unless it is the only available option for entry.
• Doing so may cancel an employee’s health and/or life benefits
62
Benefits Update
Processing Events, Continued• If the “Election Entry” button is highlighted, you should always click Election
Entry and verify the employee’s coverage or make any necessary coverage changes. If there is no change to coverage, scroll through and click “OK”. You may then “Validate/Finalize” the event.
63
Benefits Update
Processing Events, Continued
• Review the current and history in the “Health Benefits” and “Life/AD&D Benefits” screens to verify coverage after processing events in “On-Demand Event Maintenance”.
• An event with the following “Process Status” may be closed, but not fully processed:
– Assigned – The employee’s program eligibility is determined;
– Prepared – Core-CT calculates eligible options and rates;
– Notified – Once enrollment forms are generated, the status changes to “Notified”; or
– Entered – Elections have been entered, but the event has not been validated and finalized.
64
Benefits Update
Processing Events, Continued
• In order for an event to be processed correctly it should reflect a “Process Status” of:
– Enrolled – Benefit election entry is complete. The event has been validated and finalized;
– Prep None – A Job Data event that does not have an impact on benefits. Election entry does not open; or
– Program None – Event is not applicable to the employee’s benefit program and does not have an impact on benefits. Election entry does not open.
6565
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh, Cheryl Catania, Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
66
EPM Update
OFA Searchable Database
Public Act No. 10-155: AN ACT REQUIRING THE ESTABLISHMENT OF A SEARCHABLE DATABASE FOR STATE EXPENDITURES
• Approved June 7, 2010 • To increase transparency in state spending• Core-CT Teams are assisting OFA in populating this
dbase
67
EPM Update
OFA Searchable Database, Continued
P.A. 10-155 (a)
• On or before July 1, 2011, the legislative Office of Fiscal Analysis shall establish and maintain searchable electronic databases on the Internet and located on said office's Internet web site for purposes of posting state expenditures, including state contracts and grants.
68
EPM Update
OFA Searchable Database, Continued
P.A. 10-155 (e)
• Nothing in this section shall be construed to require a state agency to: (1) Create unavailable financial or management data or an information technology system that does not exist, or (2) disclose consumer, client, patient or student information otherwise protected by law from disclosure.
69
EPM Update
OFA Searchable Database, Continued
Searchable Database will include:
• Payroll Detail
• Purchase orders/Contracts Detail
• Voucher Detail
• Ledger Summary Data
70
EPM Update
OFA Searchable Database, Continued
Payroll Detail
• Includes: Employee ID, Name, Agency, Compensation
• Excludes Sensitive data: Employee address and anymonetary entry NOT associated with a state accounting string.
71
EPM Update
OFA Searchable Database, Continued
Purchase Orders/Contracts Detail
• Includes: Purchase Order Number, Contract Number, Vendor name, PO Merchandise Amount, Maximum Contract Amount, Contract Line description, Vendor Name
• Agencies need to ensure Contract Line description, Vendor Name fields do not include any sensitive data
72
EPM Update
OFA Searchable Database, Continued
Voucher Detail
• Includes: Vendor ID, Name, Voucher, Voucher Line Description, Issuing Business Unit, Monetary Amount
• Agencies need to ensure that Voucher Line Descriptions do not include any sensitive data
73
EPM Update
OFA Searchable Database, Continued
Ledger Summary
• No exclusions necessary
• All data is at a summary level
74
EPM Update
Enhancements
EPM Data Dictionary Enhancement
• Field descriptions in the EPM Data Dictionary have been enhanced. The Effective Date of a field and its Effective Status values (A-Active or I-Inactive) have been added in Column 2 and 3 of the field description values. This new display allows users to locate both current and historical field values when using the Data Dictionary in EPM.
75
EPM Update
Enhancements, Continued
Enhanced Reporting Table
CTW_LEAVE_PLAN
• Added the data field CT_MAX_LEAVE_BAL
Enhanced Public Query
CT_CORE_HR_LEAVE_LIABILITY
• Includes hours taken unprocessed in the liability calculation
76
EPM Update
Enhancements, Continued
Enhanced Reporting Table
CTW_HLTH_SAFETY
• Added data fields: REPORTABLE_CASE; AWAY_FROM_WORKDAYS; RESTRICTD_WORKDAYS; and TRANSFER_WORKDAYS
77
EPM Update
Enhancements, Continued
Refined Security for CTW_POSITION
Accommodate instances when the Department ID on the job record differs from the Department ID on the position record
Allows User control over Field join on the Field DEPTID
78
EPM Update
Enhancements, Continued
Job Aids
• General Ledger/Payroll Reconciliation
• EPM Query Design Analytical Tool
• Query Quick Reference
http://www.core-ct.state.ct.us/epm/jobaids/Default.htm
79
EPM Update
Training
New Training Class
HRP 090 Introduction to Query
• Half-day course designed to give beginning users an introduction to the basics of Query.
80
EPM Update
Anticipated Agency Changes
EPM can Help You!
Visit the Catalog of Financial Reports and EPM Queries for a list and description of available queries
http://www.core-ct.state.ct.us/reports/epm.asp
If you need further EPM assistance, please log a Help Desk Ticket
core.support@ct.gov
81
EPM Update
Questions
8282
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh, Cheryl Catania, Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
8383
Wrap UpThank 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,October 4, 2011, 1:30pm - 4:00pm and Wednesday,October 5, 2011,
9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive
8484
Agenda
Welcome Sue Martin
Business Process Updates
Payroll Nancy Ribes, Shirley Galka
Human Resources Sue Cavanaugh, Cheryl Catania, Pauline Mahoney
Time and Labor Belinda Thibedeau
Benefits Rae-Ellen Roy
EPM Daniel Moreland
Key Messages Sue Martin
Questions & Discussion All
8585
Questions/Discussion
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