11 State of Connecticut Core-CT HRMS Users Group Meeting March 22 & 23, 2011.

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

http://www.core-ct.state.ct.us/Default.htm

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General Announcements

Core-CT Staffing NewsCore-CT Staffing News

44

General Announcements

Opening New Windows with IE8

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Agenda

Welcome Sue Martin






EPM Daniel Moreland




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






EPM Daniel Moreland




1515

Agenda

Welcome Sue Martin



Human Resources Sue Cavanaugh



EPM Daniel Moreland




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


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


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

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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


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


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


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


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).

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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

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Agenda

Welcome Sue Martin



Human Resources Cheryl Catania



EPM Daniel Moreland



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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.

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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.

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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

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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

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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.

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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.

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Agenda

Welcome Sue Martin



Human Resources Pauline Mahoney



EPM Daniel Moreland



3333


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.

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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.

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Transfers/Rehires, Continued

• Complete all fields on the form including phone number, the employee job code and the contact person’s phone number.

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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

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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 [email protected], [email protected] and/or [email protected] for a response.

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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.

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Working Test Period Completion, Continued

• Same business rule applies to Transfers and Promotions.

• The working test period is determined by the bargaining unit.

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Agenda

Welcome Sue Martin






EPM Daniel Moreland




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

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NP-5 (09) Workgroups, Continued

Existing Workgroup New Workgroup

09ESTDGEN 09ECONGEN

09ESTDAPPN 09ECONAPPN

09PSTDGEN 09PCONGEN

09PSTDAPPN 09PCONAPPN

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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

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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


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


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.

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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.

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Agenda

Welcome Sue Martin






EPM Daniel Moreland




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


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


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 ###-##-#### ###-##-####

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Benefits Update


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


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


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.

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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.

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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

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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.

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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.

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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.

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Agenda

Welcome Sue Martin






EPM Daniel Moreland




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


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


Searchable Database will include:

• Payroll Detail

• Purchase orders/Contracts Detail

• Voucher Detail

• Ledger Summary Data

70

EPM Update


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


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


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


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


Enhanced Reporting Table

CTW_HLTH_SAFETY

• Added data fields: REPORTABLE_CASE; AWAY_FROM_WORKDAYS; RESTRICTD_WORKDAYS; and TRANSFER_WORKDAYS

77

EPM Update


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


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

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

[email protected]

81

EPM Update

Questions

8282

Agenda

Welcome Sue Martin






EPM Daniel Moreland




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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






EPM Daniel Moreland




8585

Questions/Discussion

11 State of Connecticut Core-CT HRMS Users Group Meeting March 22 & 23, 2011.

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