State of Connecticut Core-CT HRMS Users Group Meeting September 22 & 23, 2009

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State of ConnecticutCore-CT

HRMS Users Group Meeting

September 22 & 23, 2009

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Agenda

Welcome Anne North and Sue Martin

Business Process Updates

Payroll Nancy Ribes, Shirley Galka

Human Resources Lina Simonu

Time and Labor Belinda Thibedeau

EPM Barbara Jacius

Key Messages Anne North and Sue Martin

Questions & Discussion All

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

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General Information

Resources

We’re Counting on You . . .

Share User Group information with your co-workers

Need more mail?

Sign up for Core-CT HRMS Daily Mails by sending a request to: [email protected]

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General Information

Questions

Would you send more staff to the User Group meetings if we had more sessions?

What other topics should we cover?

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General Information

3% Deduction for Retiree Health Care

Required by the 2009 SEBAC agreement. Applies to employees hired into Health Care eligible positions on or after July 1, 2009.

2 Deduction Codes are now available:OPEB: Retirement Health Fund (Other Pension Employee Benefit) - a deduction equaling 3% of the employee’s total gross wages will be made on a pre-tax basis.

ADJOPE: Retirement Health Fund Adjustment. This deduction must be utilized only if the OPEB deduction is untimely. In this circumstance, you must determine the amount owed.

See the 7/09/09 Daily Mail for more information

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Agenda






EPM Barbara Jacius



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Important Scheduling Notes

Payroll Update

Confirm for 11/20/09 check

• Confirm will take place on Thursday, November 12th

• Holiday on Wednesday, November 11th – please plan accordingly

• This means check payroll register on Tuesday and make all necessary payroll corrections.

• Interface files are due on Monday, November 9th

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Important Scheduling Notes, Continued

Payroll Update


• Confirm will take place on Wednesday, November 25th

• System Lockout will be in place at 7:00 p.m. on Tuesday, November 24th and will continue through Wednesday • There will be no payline adjustments on Wednesday, November 25th

• Interface files are due on Monday, November 23rd

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Important Scheduling Notes, Continued

Payroll Update


• Confirm will take place on Wednesday, December 23rd

• System Lockout will be in place at 7:00 p.m. on Tuesday, December 22nd and continue through Wednesday • There will be no payline adjustments on Wednesday, December 23rd

• Interface files are due on Monday, December 21st

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Payroll Update

Additional Pay Transactions

• When entering a new row and transaction, always open and review the Job Information tab.

• Check the Dept ID and Combo Code.• Make sure these fields are populated with the

current and accurate information. Take note of the following example:

1111

Additional Pay Page

Payroll Update

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Additional Pay Page, Continued

Payroll Update

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Additional Pay Page, Continued

Consequences of errors:

• PSPPFUND job(s) fail in Batch processes; this impedes the completion of the financial backend processes.

Impact on users:

• Potential extension of lock-out into Friday morning following confirm.

Payroll Update

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Payroll Update

Furlough Processing on Additional Pay

• Please take care to ensure you are updating the correct employee record.

• Do not include employees for whom an override combination code (combo code) will be entered on the Timesheet in the Mass furlough processing (CTPYB927).

These employees must be entered directly on Additional Pay and the default funding source combo code must also be entered under the Job Information tab.

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Payroll Update

Furlough Processing on Additional Pay, Continued

Mass furlough processing (CTPYB927)• Do not simply run old groups from first

processing effort – re-construct these groups logically and exclude employees who have retired, terminated, or transferred.

• If you use your original processing group, review the list first to ensure you are capturing active employees with correct record numbers.

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Payroll Update

Reminder for Confirm Thursday

• Do Not make any additions or changes on Confirm Thursday – view only

• Consequence: No paycheck

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Payroll Update

Year End

2010 is coming!• All check/advice reversals and cash recovery/workers’

comp reversals as well as other manual adjustments must be submitted to OSC Central Payroll Unit by noon on Tuesday, November 17, 2009.

• All reversals for checks and advices issued after November 17th must be submitted to OSC Central Payroll Unit by noon on Friday, December 18, 2009.

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Payroll Update

Year End, Continued

2010 is coming! (Cont.)• Adjustments not received by theses deadlines will result

in the issuance of a W2-C.• Checks dated 12/31/09 – Because of time restraints, all

corrections will result in the issuance of a W2-C.

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Payroll Update

Changes in W-4 form

• New W-4 form prohibits Flat amount or Percentage withholding. For regular wages, withholding must be based on allowance claimed.

• This means that employees cannot request their Federal withholding tax to be a flat amount or a percentage of wages.

• Employees who currently are set up this way will be required to complete a new W-4 form.

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Agenda






EPM Barbara Jacius



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Human Resources Update

Longevity

• First preliminary reports ran on 9/08/2009. • Second preliminary reports ran on 9/22/2009.• Final processing and reports will take place on

Friday, 10/02/2009.

Note: Reports become available Saturday, 10/03/2009.

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Longevity, Continued

REMINDER: • If an employee is NOT entitled to the longevity payment and the

Additional Pay row is loaded, the agency must add in a new row in Additional Pay to terminate the payment.

• If the agency cancels the payment through Central Payroll, the system will continue to issue the longevity payment until the Additional Pay row is terminated.

• When manually entering an Addl Pay record for exception employees, do not enter in the Goal Balance amount. The system interprets this field as the amount already having reached its goal. Once the payment is issued, the system inserts the goal amount into the record.

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REMINDER: • Do not insert Longevity Payment into Time and Labor. Longevity

Payment should be in Additional Pay in order for the LN1 (Longevity Additive) program to update.

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Exception 17 – has been revised

• Caused by entering job data rows prior to 4/01/2009, but creating the row between 4/1/2009 to 9/30/2009.

• Example: Data Change - Performance Appraisal row data– Entered/created on 4/15/2009 – Effective dated job data row of 3/30/2009 – This will cause an exception for the Longevity process

• Previously, these employees would have required manual entry into Additional Pay.

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Exception 17 – has been revised (cont.)

• Revision – employee will appear on the processed report– Unless other exceptions prevent this from happening

• Employee will also appear on the exception report so agencies can review in case a manual date adjustment needs to occur.

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Retirement Incentive Program Payouts

• Job Aid, Deferred Payments for 2009 Retirement Incentive Program, is available on the Core-CT website at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/2009_rip.doc

• New Action/Reason code created:– Action - Termination or Terminated with Benefits– Reason - NOE - ‘No Employment - Payout Only’

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Retirement Incentive Program Payouts, Continued

Why are processes handled this way?• Add Employment Instance• Job Indicator set to ‘Secondary’• Use CONVVR position• Change Union Code to ‘99’ on Job Labor tab• Leave Salary blank on Compensation tab• Do not activate Time Reporter Data page• Payments need to be processed in Additional Pay• VOID Benefit events in On Demand Event

Maintenance Module

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Temporary Worker Retiree

Setting up a Temporary Worker Retiree in Job Data:

• Do not rehire in the Retirement Record– Always add a new job record by using Add

Employment Instance

• Set the Job Indicator to ‘Primary’

• Set the Employee class to ‘1373VR Job CodeTmp/Wrk Ret - RR’

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Temporary Worker Retiree, Continued

Setting up a Temporary Worker Retiree in Job Data (Cont):

• Union code - ‘04’

• Salary Plan – ‘VR99’

• Complete the ‘Appointment End date’

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Position Data, Jobcode Profile Field

• Jobcode Profile field is located in Position Data on the Specific Information tab.

• Used to track:– Positions that require a specific drivers license.– Positions deemed hazardous duty not traditionally

considered hazardous duty.– How many days a temporary worker retiree has been

authorized to work.

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Job Data – Data Change Actions

• There are business reasons for Central Benefits or Central Core system processes to add Data Change rows to Job Data.

• Sometimes the job data row is active and other times it is in termination status.

• Examples for Active employees:– Life Insurance Increase in March or September for April and

October

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Job Data – Data Change Actions, Continued

• Additional examples for Active employees:– Health Insurance events such as: Non-qualified child, civil

union, preferred health insurance coverage.– Pay Group Changes due to changes in employee status (FLSA,

dual employment).

• Example for Terminated employees:– Disability Premium Waivers

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Job Data – Data Change Actions, Continued

• To determine who entered the data change row, run the Personnel Actions History Report located at:Workforce Admin > Job Information > Job Data > Workforce Reports

– OPRID field will indicate which user entered the row.

– If user id’s name is not familiar, contact the Help Desk for assistance.

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Job Data – Expected Return Date

• When placing an employee in Job Data on either a– Paid Leave of Absence (PLA) or an – (Unpaid) Leave of Absence (LOA)

• Complete the Expected Return Date field.

• Hard edit is being developed when the actions are being used to require a date for bargaining units 01 through 16 in SetID AGNCY and UNIVS. (Excluding bargaining unit 04 in UNIVS SetID).

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Job Data – Expected Return Date, Continued

• If Expected Return Date is known, enter the date.

• If Expected Return Date is unknown, project a date.

• If Expected Return Date needs to be extended, enter a row in Job Data and use the action of Data Change and the reason of Leave Extension (LET).

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Job Data – Expected Return Date, Continued

• Delivered report to view employees on a Leave of Absence located at:Workforce Administration>Job Information>Reports>Leave of Absence by Department

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Mass Annual Increases

• Annual Increases that have been skipped or deferred.

• Core-CT will update the Next Annual Increment Date field prior to the next time the AI is due.

• Agencies will not need to update this information unless the employee’s next AI date should have been skipped due to an unsatisfactory service rating.

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Employee Class

• Employee Class type of “Lite Duty Workers Compensation” has been inactivated as of 7/17/2009.

• When indicating an employee is on light duty, use these Action Reason combinations:

– Action - ‘Return From Leave’ and Reason - ‘Return from Workers Compensation - Light Duty’

– Or Action - ‘Data Change’ and Reason - ‘Workers Compensation - Light Duty’

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New HR Core-CT Edits

• 535 Q Item is now in production– Compares job code in Position Data with the job code in Job

Data on the Job Information tab– Must be a qualified under fill– Bargaining Units 1, 2, 3, 5 through 16, and 67

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Agenda






EPM Barbara Jacius



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Time and Labor Update

New TL Comments Report

• Users now have the ability to report on T&L Comments. • You may choose to run the report, CTTLR352, by

Department, Group or Employee and select a date range.

• Comments from all sources will be displayed.TimesheetApproval PageAdjust Paid Time

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Terminating Employees

Processing Leave Plans

• Review Job Aid, Checklist for Terminating Employees, located on the Core-CT website at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/chklst_fr_trmntng_emplye.doc

• Zeroing out leave balances can only be done when the employee is receiving a paycheck.

• Place employee in no accrual plans effective with the termination date and then terminate after the payroll containing the adjustment codes has been confirmed.

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Leave of Absence Attendance

• HR must communicate with T&L prior to placing employees on a Leave of Absence (LOA).

• Any unpaid attendance posted on the Timesheet must be deleted prior to inserting the Job Data LOA transaction.

• Attendance not deleted prior to the Job transaction requires Core-CT assistance.

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Leave of Absence Attendance, Continued

• Only Payable Time with a status of Estimated – Ready for Payroll (ES), Needs Approval (NA), Rejected by Payroll (RP) or Approved-Ready for Payroll (AP) can be corrected by Core-CT.

• Payable Time that has been processed by Payroll cannot be corrected. Time with status of Taken by Payroll (TP) or Paid-Labor Distributed (PD) may cause exceptions.

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Steps for Processing LOA1. HR notifies T&L of employee’s LOA.

2. T&L verifies if unpaid attendance has been posted.

3. If no attendance, HR processes LOA transaction.

4. If attendance posted, T&L deletes it.

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Steps for Processing LOA (cont.)5. Deleted time must process overnight.

6. Next day, T&L verifies that time has processed correctly (no exceptions or rejected time).

7. T&L notifies HR to insert LOA transaction in Job Data.

8. Monday after pay confirm, T&L posts unpaid attendance in Adjust Paid Time.

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Rejected Time

Processing Rejected Time

• To find rejected time use the Payable Status Report CTTLR252 and choose RP.

• If Rejected Time exists, it must be closed in Adjust Paid Time.

• Navigate to the appropriate pay period, click the Close checkbox and Save the page.

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Rejected Time, Continued

Processing Rejected Time (cont.)

• Attendance for accrual or comp time TRCs that are rejected and not closed will cause the Timesheet balances to be incorrect.

• The system will continue to attempt to process Rejected Time until it is closed.

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NP-5 Holiday Processing

Article 25, Section Three (3)“If an employee works on the holiday as part of his/her regular schedule, the employee shall receive compensatory day off plus he/she shall be paid straight time for all hours worked on the holiday in addition to his/her regular days pay.”

8 HWCE – Comp Day8 HPAP – Straight Time (Holiday Pay)8 REGH – Regular Pay

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NP-5 Holiday Processing, Continued

Article 25, Section Three (6)“Christmas Exception (a) for all employees who are scheduled to work on Christmas, all hours worked on that day shall be paid at time and one-half plus the employee shall receive straight time pay and receive a compensatory day off.”

8 HPWC – Comp Day and half time pay8 HPAP – Straight Time (Holiday Pay)8 REGH – Regular Pay

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Employees over the 100 hour max

Article 25, Section Three (3) Holidays

8 HCPN – Paid Comp Day8 HPAP – Straight Time (Holiday Pay)8 REGH – Regular Pay

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Employees over the 100 hour max

Article 25, Section Three (6) Christmas Exception

8 HCPN – Paid Comp Day12 HPAP – Time and a Half (Holiday Pay plus half

time pay) 8 REGH – Regular Pay

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Article 25, Section Six (6)“Employees shall be allowed to bank up to but not more than 100 hours of holiday compensatory time. If, at any time an employee’s personal compensatory time bank exceeds the 100 hours maximum, the employee shall be paid for the time in excess of 100 hours…In no case may they continue to bank new compensatory time until their bank is less than 100 hours.”

H000N100P - Hol Paid for hours over 100

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Changing Comp & Holiday Plans

Changing Comp and Holiday Plans

• Plans cannot be active and inactive on the same day.

• Plans MUST be active on the first day of a pay period.

• New plan effective 9/11/09.

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Changing Comp & Holiday Plans, Continued

• If employee has a balance in the old plan, deduct the balance on one day in the pay period (not the last day).

• Inactivate the old plan effective with the last day of a pay period.

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• Add the old balance to the new plan on a day in the following pay period (not the first day).

• Activate the new plan effective with the first day of the next pay period.

• The employee CANNOT earn or use comp time on the plan effective dates.

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Agenda






EPM Barbara Jacius



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EPM Enhancement

New Queries-RIP

CT_CORE_HR_TERM_EMPLOYEES

Query identifies all terminated employees by department and action/action reason code and effective date range.

CT_CORE_HR_LEAVE_LIABILITY

Query returns sick and vacation leave balances and pay out value of these remaining balances for employees participating in the Retirement Incentive Program.

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EPM Enhancement

New Fields Added

CTW_HEATHLIFE/VW Reporting Tables

CT_BN_A_TAX_RATE After Tax Employee Rate

CT_BN_B_TAX_RATE Before Tax Employee Rate

CT_BN_N_TAX_RATE Non-taxable Employer Rate

CT_BN_T_TAX_RATE Taxable Employer Rate

All fields are populated with transactions as of 1-01-2009 for plans 10, 11, 15, 16, 1A and 1B, health benefits.

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EPM Enhancement

Updated Fields

CTW_HEALTHLIFE/VW Reporting Tables

EMPL_COVRG_RATE EMPLR_COVRG_RATE

These fields are still being used for Plan Types 20 and 21, Life Plans; therefore, you should continue to use these fields for life benefit reporting.

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EPM Enhancement

Catalog of EPM Queries

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EPM Enhancement

Catalog of EPM Queries, Continued

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EPM Enhancement

Finding a Query

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EPM Enhancement

Finding a Query, Continued

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EPM Enhancement

Catalog Query Description

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EPM Training Update

Fall Course Offerings

HRP 100 EPM Query Introduction

• The Basics!

– Finding and running an existing query– Data Dictionary– Setting up simple criteria

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EPM Training Update

Fall Course Offerings, Continued

HRP 150 EPM Query Intermediate

• Query Criteria• Joining Tables• Aggregate Functions

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EPM Update

On line Training

Core-CT UPK-User Productivity Kit

• Three levels of interactive training

• See It, Try It and Know It

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Agenda






EPM Barbara Jacius



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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, March 23, 2010, 1:30pm - 4:00pm and Wednesday, March

24, 2010, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive

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Agenda






EPM Barbara Jacius



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Questions/Discussion

State of Connecticut Core-CT HRMS Users Group Meeting September 22 & 23, 2009

Documents

opeb deduction

continuedpayroll updateconfirm

user group information

deduction codes

interface files

job information

accurate information

payroll updateadditional