5/15/18 1

The following conference call is presented in audio and video and is being recorded.

If you have questions regarding any part of the content,

please contact:

Liz Brown

liz.brown@osc.nc.gov

4/17/18 2

• OM/PA Updates• PA PCR Cleanup

• Salary Adjustments to Minimum

• Name Changes

• OM/PA BOBJ Reports

• Payroll Updates• May payroll correction dates and finalization

• Payroll lockout for monthly payroll

• Time Updates• IT2013 – Reminder

• New BOBJ report for Quota Payouts

• Benefits Updates• Bank Information for FSA Claims

• Workers’ Compensation with Supplement

• Retirees and Medicare Eligible Employees Reminder

• Leave of Absence Letter Reminder

• Newly Eligible QLE Form

• Training Updates

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• When the mass programs are run to allocate all positions and people to their new classifications, there can be no pending PCRs.

• Everyone did a great job with the OM PCRs, and we are now turning our focus to the PA PCRs.

• The good news is that there is not a large number of really old PCRs. There is just a large number of PCRs in general. As long as we continue to work to get these completed, everything should be fine.

• BSS will start sending the PA PCR report more frequently.

• We will continue to monitor OM PCRs as well to make sure nothing new is created.

• ***Note: When we speak of cleanup, we are not referring to known exceptions such as temporary positions/people.***

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• ALL monthly PA PCRs must be processed by COB, Tuesday, May 22, 2018.

• ALL biweekly (permanent) PA PCRs must be processed by COB, Wednesday, May 23, 2018.

• BSS will clear out any remaining PCRs beyond these dates.

• There cannot be exceptions as the program cannot run if there are pending PCRs.

• As always, contact your BSS HR Specialist if you need help with any of the PCRs or if you have any questions.

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• The plan is to open the system for June PA actions the morning of May 29, 2018.

• Any action effective before June 1, 2018 will need to come to BSS to be worked for any person that was part of the allocation project.• Salary impacting actions will receive priority. • Due to the anticipated high volume of tickets, your

turnaround time may be longer than usual.

• OSHR will provide further instructions on the processing of OM actions.

• We’ll also follow up with communication closer to implementation.

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• The system will be open for June actions but there will be a stop for July actions in preparation for a possible Legislative Increase.

• We will again be in “PCR Cleanup Mode,” continuing to run reports and monitor actions to make sure they are complete.

• Nothing is to be in the system with a July 1, 2018 date or later.• This includes IT0001 (Contract Field)• This includes the Working Title on positions.

• Please keep an eye on all communication from OSHR and OSC. There will be a lot going on in the next couple of months and the instructions for one project may not be the same as the next.

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• The manual actions that many of you are working on, as part of the Classification and Compensation Project, have the same deadline as other PA PCRs…UNLESS…

• If a ticket with BSS is required in order to insert or delete a Salary Adjustment to Min action, that action must be ready and a ticket must be requested no later than COB today May 15, 2018. This was announced in previous communications from OSHR and OSC.

• This will give us enough time to get the employee’s action corrected prior to May payroll initialization.

• If you are not able to open a ticket with BSS today, then you will simply have to wait until next month once the system is opened back up for actions.

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• Your Tier III, BSS HR Specialists will no longer process name changes. • (Tier III will still handle social security number and date of birth

corrections).

• Our Tier II Call Center Representatives will now complete name and marital status changes. We are excited that the Call Center is going to shorten the turn-around time for this category of tickets.

• The process at the agency level is still the same. You just may notice that your name change ticket resolutions no longer come from your specialist.

• Reminder: The copy of the social security card must be legible and we strongly encourage you to use the new Name Change Fax Cover:• https://www.osc.nc.gov/documents/name-change-cover-sheet

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• This report is the first combination of budget information and Personnel Administration (PA) information.

• The report shows employee salary actions only...along with the budget detail corresponding with the action effective date. • (Budget information includes Fund, Application of Fund,

Funding Source and Cost Center.)

• The original purpose of the report was to be able to spot discrepancies in employee salary and budgeted salary. Now we have the program that runs nightly to ensure that these amounts match.

• That being said…

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• We would really appreciate your feedback on B0139.

• This report actually takes a quite a bit of time and energy to pull together all of the data it needs, so we would really like to know if you all find this a useful and necessary report.

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• Please email me and let me know if this report is useful to you and why.

• I will pass the information along to our BOBJ Team.• theresa.jeffries@osc.nc.gov

• This report lists only positions that were filled within the selected date range, and it calculates how may days it took to fill the position.

• It provides the number of days vacant and the number of workdays vacant for each of the positions.

• This is a quantifiable way to illustrate just how hard to fill your ‘hard-to-fill’ positions are.

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• At the end of this month (May 2018), there will be a new State EEO report.

• It is designed to eliminate some confusion surrounding how EEO plans need to be submitted.

• The reports on the previous slides are so new that the official report descriptions are still being worked on, but they will be available for your reference soon.

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• In May 2018, the mass reallocation for the Class and Comp Project will be processed over the Memorial Day weekend.

• Due to the complexity of the changes, we are moving the payroll corrections and finalization dates for Biweekly and Monthly payroll.

5/15/18

• Biweekly Corrections• May 23 and May 24, 2018

• Biweekly Finalization • May 25, 2018

• Monthly Initialization• May 18, 2018

• Monthly Corrections• May 21, 22, 23, 2018

• Monthly Finalization • May 24, 2018

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• Due to the Class and Comp project, the system will be locked for ALL users at

12 Noon on Friday May 25

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• Payroll Lockout Reminders:

• Agencies must have all actions completed by noon on the last day of corrections.

• Payroll will remain locked until we EXIT payroll on Finalization Day.

• EXCEPTIONS: Heat tickets must be submitted for the exceptions. Tickets should be marked as Payroll Urgent. • Deceased employees- Ticket to Payroll Accounting Team

• Employees on Short Term Disability – Ticket to Payroll Claims Team

• Late Separations – Ticket to BEST Time Team to enter 9400 to prevent overpayments

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• When creating IT2013 entries for Quota Adjustments, you should ONLY use the “Do not change transfer time” option.

• This was changed in 2015 to become the default selection, but many users are still overriding the default for other selections.

• Please DO NOT override the default as it can cause quota balance issues later.

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• There is a new BOBJ report available under the PT folder as shown below:

• This report displays the hours and associated quota that will be paid out in the next payroll that were created using IT0416.

• It can also be used for historical reporting of previous payouts made via IT0416.

• A new Job Aid for this report will be released soon and you will be advised when it’s available.

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• The Integrated HR/Payroll System passes the “Main” Bank information to P&A on a weekly basis.• (Every Monday)

• Employees who change their bank information and are also filing a claim against the FSA, may need to update their banking information in the Integrated HR/Payroll System AND on the P&A website.

• The Integrated HR/Payroll System is the system of record, however, this will prevent the reimbursement from being deposited in the prior bank account because the P&A system info may not yet be updated.

205/15/18

• For employees on LOA-Workers’ Comp w/Supplement: Reminder to please enter WC Supplemental Leave timely.

• Employees depend on this leave being exhausted to pay health insurance premiums owed.

• If coverage is termed due to LOA –WC because no premiums were received, the State Health Plan may deny the Exception Request to reinstate coverage.

• The Agency may be asked to explain why the leave wasn’t entered timely per policy.

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• Due to the current hard stop in the system effective 5/31/2018, you will not be able to process Retirement Actions effective 7/1/2018 and beyond.

• Employees who are 65 and older at the time of Retirement are eligible for Medicare Advantage Options. Please follow this process: • Create a Ticket with BEST indicating Medicare Retiree and include the

employee’s name, Personnel #, and the effective date of Retirement.• BEST will manually terminate the health insurance coverage in Benefitfocus

and monitor the Integrated HR/Payroll System to be sure it is updated there as well.

• Employees will then be able to take advantage of their Medicare Advantage Options in a timely manner.

• All other Retirement Actions 7/1/2018 and beyond can be processed once the hard stop is lifted.

• Once the 5/31/2018 hard stop is lifted, a 6/30/2018 hard stop will be put into place, pending a possible Legislative Increase.

• Therefore, employees retiring 8/1/2018 and beyond over the age of 65 will need to have their health plans termed manually as well per the same instructions above.

5/15/18

• The Leave of Absence Letter transaction has been updated and is working in the system.

• A generic version of the letter is posted on the OSC website: • State Agency Resources/Customer Services HR Payroll/Help

Documents – Search for ‘LOA Letter’

• Some changes include:• Clarified Employee Responsibility for Terming SHP for LOA/LWOP: “BEST Shared Services runs monthly

reports to identify employees on LOA without pay (LWOP) in order to term plans for those who have not submitted premium payments. Plans are termed on a current basis, when processed, due to SHP retroactive term limitations. Therefore, to ensure plans are termed timely and retroactive premiums are not due, you can submit a ticket to BEST (email: best@osc.nc.gov or phone # 1-866-622-3784) to request termination when you reach leave without pay status (LWOP). It is expected that you remain in contact with your Agency to appropriately identify when LWOP status begins.”

• Added Verbiage to explain the employee may owe the employer AND the employee portion of the premium.

• NC Flex Vision Plan: “You are covered by this plan while on Leave of Absence.” BEST provides reports to EyeMed identifying employees who are on LOA/LWOP status to ensure plans are not termed.

• Added info for the NC Flex Accident Plan• Updated NC Flex Vendor Payment Addresses

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• When should the letter be sent to employees?• As soon as the employee is placed out on Leave of

Absence whether paid or unpaid.• Resend the letter if the employee’s action is changed (i.e.

FMLA to Extended Illness).• Resend the letter once the employee exhausts all leave

and is placed in a Leave without Pay (LWOP Status).• HELPFUL HINT!

• You can create an IT19-Monitoring of Task for Estimated Leave Run Out Date.

• Then run monthly reports to identify employees running out of leave for the following month, in order to identify when to send the LOA Letter upon LWOP status. • In BOBJ: PA: Employee Details – B0099: Employee Deadline Dates

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• Reminder! The Newly Eligible QLE has been removed from the Benefitfocus eEnroll Portal.• See information in the March & April 2018 HR/Payroll

Conference Call presentations for applicable rules.

• For NC Flex enrollments: The Agency HBR must submit an exception request to OSHR.

• For SHP enrollments: A ticket must be submitted to BEST. • BEST has developed a Newly Eligible QLE form that will

be posted on the OSC website for SHP enrollment tickets.

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7%

32%

51%53% 53%

63%

68% 69%

Other WF (Workflow) OM(OrganizationalManagement)

BN (Benefits) PY (Payroll) PA (PersonnelAdministration)

BOBJ (BusinessObjects -

Reporting)

TM (TimeAdministration)

What areas within the HR/Payroll System would you like to see covered in these Learning Labs?

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0% 10% 20% 30% 40% 50% 60%

Additional Transactions

PO13D

PO13

PA20

PPOSE

PA30

ZPAA076

PA61

CAT2

What specific transaction codes from your area selections above would you like to see covered?

••

••

5/15/18

OSC Training Infomercial June 2018

5/15/18

This presentation & recording will be posted on the OSC website

http://osc.nc.gov/

• Menu Path from OSC Home Page:

• State Agency Resources/Customer Service HR Payroll/Payroll Conference Calls, or

• Direct Conference Call Presentation Link:

https://www.osc.nc.gov/state-agency-resources/customer-service-hrpayroll/2018-hr-and-payroll-conference-calls

The next HR/Payroll Conference Call webinar is scheduled for 6/19/18 at 10:00 a.m.

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Payroll Operations

Ginny Kammer Payroll Ops Manager ginny.kammer@osc.nc.gov

Theresa Grandy Payroll Ops Lead/ Garnishments theresa.grandy@osc.nc.gov

Raquel Luster Accounting/Vendor/Direct Deposit Reversals Lead raquel.luster@osc.nc.gov

Raquel Luster Settlements Lead raquel.luster@osc.nc.gov

Shelia Atkinson SHP Reconciliation Lead/ ORBIT contribution shelia.atkinson@osc.nc.gov

HR Systems Operations

Liz Brown HR Systems Ops Manager liz.brown@osc.nc.gov

Darlene Yost Benefits OPS Lead darlene.n.yost@osc.nc.gov

Randy Keel Time OPS Lead randy.keel@osc.nc.gov

Theresa Jeffries HR-OMPA Lead theresa.jeffries@osc.nc.gov

BEST Shared Services Call Center

David McAdams Call Center Manager david.mcadams@osc.nc.gov

Carla Brown Call Center Supervisor carla.brown@osc.nc.gov

Vanessa Harris Call Center Supervisor vanessa.harris@osc.nc.gov

Training

Cheryl Manning Training Lead cheryl.manning@osc.nc.gov

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