HR / Payroll Conference Call

January 19, 2016

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Agenda

• OM/PA Updates

– IT9810 – Appointed Exempt Designation

– Personnel Area in Workflow

– Social Security Number Errors

– Reminder: Transfers from Temporary Solutions

– PCR Cleanup

• Payroll Updates

– W-2’s

– 1095C

• Time Updates

– 1/1/2016 Rollover

– New PT_ERL00 Error

• Benefits Updates

– Annual Enrollment Updates

– One Time Deferrals Reminder

IT9810 – Appointed Exempt

Designation

• This infotype has been created to track Exempt designations

(Managerial and Policy-Making) on an employee’s record.

• The infotype cannot be directly maintained by Agency personnel, it

is created by BEST OM/PA staff from requests sent by OSHR.

• However, this infotype will present itself during a separation or

transfer action if an employee has an active IT9810. Agency

personnel need to delimit the infotype if the employee is no longer

Exempt Managerial or Exempt Policy-Making.

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IT9810 – Appointed Exempt

Designation (continued)

• On a separation action, the infotype will present itself after saving

IT0041.

• On an agency to agency transfer action, the infotype will present

itself after saving IT0041.

• On other transfer actions (such as within agency), the infotype will

present itself after saving IT0001.

• For all cases, you will highlight the record and click the “delimit”

button to end the record.

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IT9810 – Appointed Exempt

Designation (continued)

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Personnel Area in Workflow

• You may notice that the Personnel Area field in ZPAA076 now

appears as open. We want you to be aware that a change has been

made to allow this field to be open, however there should be no

need to change the personnel area. The PCR will continue to default

the personnel area based on the position number that you enter,

and it will not allow you to change it to an invalid personnel area:

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Social Security Number Errors

• We continue to have issues with new employees being entered with

an incorrect Social Security number (SSN).

• Please take your time and use all available resources when entering

SSNs for your New Hire and Non-Beacon to Beacon actions. An

entry of an incorrect SSN generates an invalid or potentially

duplicate PERNR from ORBIT.

• Please ensure you are also using the Cross Agency Verification

reports available (BP002 Employee History and BP004 Employee

History Lookup) before entering your actions.

• Entering an incorrect SSN also leads to an incorrect SSN tied to an

employee’s benefits. This can potentially cause delays with benefit

enrollment and duplicate profiles in the Benefitfocus system.

• Manual work from BEST is required to clean up any incorrect SSN

entries. In the event of an error, please fax a copy of the Social

Security Card to our secure fax line, 919-855-6861, for correction.

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Reminder: Transfers from Temporary

Solutions

• As a reminder, please ensure that you are working with Temporary

Solutions staff before transferring a temporary employee to a

permanent position.

• All Temporary Solutions working times need to be entered, released,

and approved before the transfer. Temporary Solutions also has

specific infotypes that must be delimited before the transfer.

• Temp to Perm requests should be sent to BEST in a timely manner.

Please do not send Temp to Perm actions on the last day of payroll

corrections.

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Transfers from Temporary Solutions:

HEAT tickets

• Please submit a ticket to BEST with the following information:

– Employee ID number and approved PCR number – The PCR should be

back in the initiator’s inbox after having been through the entire approval

process in Workflow.

– Planned Working Time (IT0007) Information – Work schedule rule,

Negative or Positive Time recording, Working Period (Sat (mdnt) – Fri,

etc.) and Daily working hours.

– Either a copy of an email from Temporary Solutions stating that the

employee is ready for transfer or the name of the Temporary Solutions

representative that confirmed the employee is ready for transfer. This

will indicate to us that everything has been resolved by Temporary

Solutions.

• As always, if you have any questions regarding the action please

contact your BEST HR representative.

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PCR cleanup

• In preparation for the Reallocations coming this summer, we will

begin sending out files of pending OM and PA PCRs. Please go

ahead and begin completing/cancelling older PCRs that may have

been forgotten.

• The reports will be sent from your BEST HR representative to the

normal Agency HR contacts. If you have any questions or need

assistance with the PCRs please let us know.

• Thanks in advance for your cooperation with these!

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Payroll – W-2

• We have printed the W-2s.

• They will be at the Mail Service Center By Friday

1/22/2016

• The Mail Service Center will process the W-2’s and get

them to the U.S. Postal Service.

• The Electronic W-2 in ESS will be available 01/26/2016.

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Payroll Form 1095-C Health Care

Information Form

• Form 1095 C is the new Form required by the Affordable Care

Act.

• It reports the health insurance coverage for each employee by

month.

• The IRS deadline for providing the form to employees is

March 31, 2016

• Employee may file their tax return prior to receiving the Form

1095-C

• More FAQ on the IRS web site:

– https://www.irs.gov/Affordable-Care-Act/Questions-and-Answers-

about-Health-Care-Information-Forms-for-Individuals

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Vacation to Sick Rollover – 1/1/2016

• Reminder…..if an EE had over 240 hours of Vacation

Leave (Q10) as of 1/1/2016, the amount over 240 was

rolled to Sick Leave (Q15).

• Note: The rollover threshold is adjusted for part-time EEs

based on the percentage on IT0007 as of 1/1/2016.

• Whenever time evaluation processes over 1/1/2016, the

rollover amount will be recalculated and adjusted

accordingly.

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Vacation to Sick Rollover – 1/1/2016 (cont’d)

• If an EE is on one of the following LOA-WC action/reasons,

the rollover does not occur, and should NOT be manually

processed.

• 13 - WC LOA w/supplement

• 14 - WC Leave of Absence

• 15 - WC LEO Continuation Pay

• 16 - WC NonSwornOff Continuation Pay

• 17- Injury leave (added effective 1/1/2014)

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New PT_ERL00 error – F2

• As mentioned on last month’s call, a new PT_ERL00 error

code was introduced on 1/1/2016 to identify FLSA EEs who

are incorrectly set up as negative time recording.

• Error message “F2 – FLSA EE must be Positive Time” is

now flagging these EEs with a hard-stop error.

• Employees previously on this incorrect combination were

cleaned up prior to the error being introduced into the

system on 1/1/2016.

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Benefits – Annual Enrollment Updates

2016 SHP elections were loaded for the Dec Payroll

2016 NC Flex Plans have been loaded for the Jan Payroll

– NC Flex files were loaded the weekend of 1/2/16

NC Flex plans have been loaded to sync with BF records

Employees should:

– Review Jan paychecks and Benefitfocus Benefit

Summary to ensure NC Flex premiums are correct in

Beacon

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Benefits – Annual Enrollment Updates

Group Term Life – Pending EOI Issue

• For EEs that increased their GTL by 10k within

the guaranteed amount and no EOI was

required, the BF system generated an EOI in

error and pended the record.

• Issue identified and acknowledge by BF

• These pended records did not get transferred

to Beacon for payroll processing.

• BF is currently working to correct this issue by

the monthly Jan payroll deadline, but this is not

guaranteed.

Once it is corrected, the premium

difference will be caught up in the next

payroll.17

Benefits – Annual Enrollment Updates

Cancer Enrollments – Issue

• 2016 Cancer annual enrollments, changes or cancellations have NOT

been loaded in BEACON as yet.

• Cancer enrollments in Benefitfocus are linked to and completed in the

Allstate website.

• BEACON is working with Allstate to get those records transferred and

loaded.

• It is hoped to have them by the Jan monthly payroll & next biweekly

payroll.

• NOTE: 2015 Cancer plans were NOT delimited 12/31/15.

– Current 2015 Cancer elections were continued into 2016.

– The BEACON data will NOT reflect any 2016 annual enrollments,

changes or cancellations.

– The 2016 elections will show in Benefitfocus on the Benefits Summary.

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Benefits – Annual Enrollment Updates

Premium Wellness Credits –

Employees should review Jan paychecks and Benefitfocus Benefit

Summary

Remember:

Medical plans have been loaded to sync with BF and BCBS billing,

therefore…

o Employees may still have missing Premium Wellness Credits

o If there are still discrepancies with premium wellness credits after

Jan payroll, where credits are not showing that the employee thinks

they should have, then:

• Employees need to have their Agency HBR submit an Exception

Request to the State Health Plan at hbr.inquiries@nctreasurer.com

Credits that are found to be missing in error will be retroactively

applied

BEACON does not have the authority to update Wellness

Premiums here at BEST without approval from the SHP!

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Annual Enrollment Exceptions

• For plan discrepancies:

– State Health Plan

• Employees need to have their Agency HBR submit an

Exception Request to:

• hbr.inquiries@nctreasurer.com

• DO NOT copy BEST on the email exception

• SHP will copy BEST on any approval/denial for payroll

processing

– NC Flex

• Tickets can be submitted to BEST to verify if activity in

eEnroll can support an enrollment attempt

• If an attempt can be confirmed, BEST will update the record20

How to obtain State Health Plan Cards

To request a new State Health Plan card, log into eEnroll

– Under the Home screen, click on Benefits:

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How to obtain State Health Plan Cards

– Click on View / Edit Information for the 2016 SHP Medical

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How to obtain State Health Plan Cards

– Scroll to bottom of page and click link to request a new card

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How to obtain State Health Plan Cards

– You can request a maximum of 2 cards

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How to obtain State Health Plan Cards

Cards can also be requested or a temporary card can be printed by

logging into the www.shpnc.org website:

• Click on Member Login:

• Click on Login to Blue Connect:

• And Register:

• Once registered, there will be a link to Request a New Card or

print a Temporary ID Card.

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How to obtain NC Flex cards

• Employees can request new cards by calling the vendors:

– P&A Flexible Spending Accounts: 1-866-916-3475

– United Concordia Dental: 1-800-291-8039

– Superior Vision: 1-800-507-3800

• Employees do not need dental or vision cards to receive

services. The vision/dental provider can call the vendor to

verify coverage at the time of service

• NOTE: CDHP HRA (Health Reimbursement Account) cards

are different than NC Flex Spending Account (HCFSA)

Convenience cards

– HRA funds MUST be used before HCFSA!

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One-Time Deferrals Reminder

• BEST will need adequate time to enter and process January’s

employees’ 401k/457 one-time deferrals due to increase retirements

in month of January.

• One-time deferral forms are to be sent by the 20th of the January to

ensure processing for that month’s payroll deadline.

• BEST cannot guarantee any deferrals submitted during the payroll

initialization period will be processed.

• BEST will be looking for a separation action & IT416 leave payout

OR a longevity payment before processing the deferral.

– If action and/or payout is not entered timely, BEST cannot guarantee

deferral will be processed.

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One Time Deferrals- IMPORTANT!

• The amount listed on the One Time Deferral form will

REPLACE the regular monthly contribution for that specific

payroll

– Therefore, if an employee wants to defer a leave payout,

longevity payment or any additional pay along with their regular

monthly contribution, the amount listed on the form needs to

include the full amount of all pay to be deferred

– Example: Employee wants longevity payment and regular

monthly contribution to be deferred for Jan: Longevity is $791.00

& regular monthly contribution is $500 = INDICATE $1291 on the

deferral form

• Regular monthly contributions will automatically resume on

the next payroll

• 401k only allows 80% of a paycheck to be deferred

• 457 allows 100% of a paycheck to be deferred

• TSERS, Medicare & Social Security are deducted from all

earnings28