June 2004 HRMS Users Group

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State of ConnecticutCore-CT Project HRMS Users
Group Meeting June 3 4, 2004
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Agenda Time and Labor Update
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Welcome
General Updates

• June Hours of Operation 6AM 8PM, Monday
  Friday
• Staffing Changes
• Accenture Team is leaving at the end of June
  (reduction of staffing of 30 percent)
• Retirements
• HRMS Team Focus is on Transition
• Reinforcing use of the Help Desk

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Welcome
New Payroll Schedule

• During each Payroll processing week
• TL cutoff will be end of day Wednesday
• C/P Overrides due by Thursday at 10 AM
• All users shut out of system on Thursdays at 2 pm
• No extensions to be granted due to Holidays

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Agenda Time and Labor Update
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Payroll Update
Updates

• Questions/Feedback on New Payroll Schedule?
• Retro Pay Status
• Tested and in Limited Release Central Payroll
  Only
• Some limits to functionality
• Process is calculating Retro payments but is not
  adding them to Additional Pay
• Hoping for Agency release in the Fall

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Agenda Time and Labor Update
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Human Resources Update
Updates

• Company Seniority Date Core-CT has processed
  the Company Seniority Date to April 30, 2004.
  Agencies that did not complete Task 72 must now
  update their employees to April 30, 2004
• Mass Salary Increases for 6/11/2004, 6/25/2004
  and 7/1/2004
• General Comments make sure to update the
  General Comments when creating a new Job Data
  entry.

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Human Resources Update
Positions

• Monthly Position Status Report
• In Position Data, on the Specific Information
  tab, under Education and Government are these two
  fields
• FTE indicator indicates of FTE value
• Adds to FTE Actual Count check if adds to your
  agencys established position count
• Position transfer
• Only when the position transaction is approved do
  you transfer the employee in job data
• The departments must match in position and job
  data.

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Human Resources Update
Positions

• Recent Position Data Changes
• Transfers within your own department structure no
  longer require Position Approval
• Position Approval History Report new report to
  show where position is located in workflow and
  the type of action that is occurring.

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Human Resources Update
Fiscal Year End

• Fiscal Year End
• Position data will need to be shut down to
  complete Fiscal Year End for approximately 3
  days.
• Anticipated days are 6/21/2004 6/24/2004.
  Watch for a Daily Mail with final dates.
• Read the 5/28/04 Job Aid for a detailed
  description of the Fiscal Year cutover

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Agenda Time and Labor Update
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Time Labor Update
New Leave Plans

• Three new leave plans have been created
• Sick - SNOACC
• Vacation - VNOACC
• PL PNOACC
• These plans allow employees to use leave time,
  but no accruals will be earned
• Accruals must be manually entered on the Weekly
  Elapsed Time page using the add TRCs SKAA, VAA
  and PLAA.

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Time Labor Update
PT Accrual Calculation

• Each month the accrual process is run for all
  employees and the full time accrual amount is
  credited. During a separate process, the Part
  Time Accrual calculations are run and the full
  time accrual is reduced to the appropriate amount
• PT Accruals are based on one of two criteria
  Scheduled Hours or Hours Worked
• The calculation based on Scheduled Hours looks at
  the Schedule the employee is enrolled in and
  compares it to what a full time person in the
  employees job code would work
• The calculation based on Hours Worked adds up the
  hours actually worked (REG and OVT) for the
  month, then compares that total to the full time
  hours for the employees job code.

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Time Labor Update
Notes on PT Accrual Calculation

• The calculation based on Hours Worked is
  currently being evaluated to ensure that all
  applicable REG hours and REG equivalent are used
  in the calculation
• If a part time employee is in a Zero_Hours
  schedule and the employee is enrolled in a leave
  plan that is based on scheduled hours, no accrual
  will be given.

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Time Labor Update
Leave Accrual Adjustments

• When the TRCs CCE or CAA are used, Time Admin
  must run before the time is available for the
  employee to use
• When PLAA, VAA, or SKAA are used, the time sheet
  must run through the accrual process before time
  is available to use. This could take up to three
  weeks. Check the Accrual Calendar on the Core-CT
  website for the accrual process dates.

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Time Labor Update
Time Labor Exceptions

• After Time Admin is run, you should be checking
  for Exceptions on the Manage Exceptions page. You
  can view exceptions by employee or by group.
  Self ServicegtRole ManagergtViewgtManage Exceptions
• Agencies should review and correct exceptions as
  they occur
• A Job Aid will be available shortly that has a
  list of the Exceptions you may encounter along
  with possible solutions
• Most of the Exceptions reported to the Help Desk
  occur when an employee has been placed on a Leave
  of Absence in Job Data and the Time Reporter page
  is left Active and/or the employee remains in a
  Schedule. A Job Aid for placing an employee on a
  Leave of Absence will be available shortly.

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Time Labor Update
Time Labor Exceptions (contd)

• When an employee is placed on a Leave of Absence
  in Job Data, you must also Inactivate the Time
  Reporter page and place the employee in a
  Zero_Hours schedule
• If you have not completed those steps, an
  exception will occur when Time Admin is run. The
  exception will say Inactive Time Reporter
  Status.

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Time Labor Update
Tips for Cleaning Up Exceptions

• View the employee status on Job Data, Time
  Reporter Data and Assign Work Schedule to see
  where the discrepancy is
• No time can be reported for employees on a Leave
  of Absence. If time has been posted, it must be
  deleted in order for the exception to clear
• When the employee returns from leave, Job Data,
  Time Reporter Data and Assign Work Schedule must
  all be updated
• Time Admin may have to run before the exception
  will be removed from the Manage Exceptions page
• The Adjust Paid Time page cannot be used to make
  record-only adjustments until the pay period to
  be adjusted has been distributed to the General
  Ledger.

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Agenda Time and Labor Update
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Benefits Update
Benefits Topics Covered

• Open Enrollment Overview and Wrap-up
• Benefits Data Cleanup
• COBRA Processing
• Manual Events Processing
• Job Data Actions
• Generating Initial COBRA Letter

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Benefits Update
Open Enrollment

• Open Enrollment Closed on May 28 Agencies can
  enter elections until June 4
• Call the Help Desk if there is a specific issue
  with an employees eligibility that prevents
  enrollment
• The Open Enrollment event will be closed
  centrally for all employees
• Any events that were open prior to Open
  Enrollment will reopen if they were unprocessed,
  and therefore need to be closed by the agency.

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Benefits Update
Benefits Data Cleanup

• Will be sending files to agencies for you to
  clean-up, mostly those who are not in our file
  but who were never terminated in the carriers
  files. May also be those who have been on
  long-term LOA and were not converted
• Dependent cleanup we will prepare a job aid on
  this subject. At this time agencies should
  correct a dependent record at the time they go
  into the employees dependent record for any
  purpose.

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Benefits Update
COBRA

• Overnight Processing after benefits are
  terminated
• As of Date First of the month following the
  date of the event
• Anthem is the COBRA Administrator
• Initiated through Job Data and Manual Events
• Termination of Health Insurance for Non-Payment
  is NOT a COBRA Event in and of itself. However,
  if there was a Job or Family status change event
  that led to the employee not paying there it may
  be a COBRA Event. Call OSC for assistance.

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Benefits Update
Manual Events

• Family Status Changes
• Overage Child
• Dependent relationship must be son or a daughter.
  Use Base Benefit Audit Report (Compensate
  EmployeesgtAdminister Base BenefitsgtReportgtBase
  Benefit Audit By Agency) to determine incorrect
  relationships (Cigna Dental Recognized Child)
• If the agency has documentation that the child is
  still in college, Student Box must be checked on
  Personal Profile Page of the Dependent
  Beneficiary Screen
• Use Overage Dependent report (Compensate
  EmployeesgtAdminister Automated BenefitsgtReportgtOve
  rage Dependent Report)

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Benefits Update
Manual Events, contd

• Divorce
• Dependent relationship must be changed from
  spouse to ex-spouse, also change marital status
  and as of date of employee and ex-spouse
• Marriage of a Dependent
• Dependent relationship must be son or daughter
• Termination of Benefits-Extended LOA (TEL)
• Use this event when an employee is still on LOA
  for Job purposes, but has lost all rights to
  state-paid health insurance.

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Benefits Update
Job Data Actions

• Reduction in Hours
• FTE reduced below .5 and employee not
  grandfathered
• Termination
• Use the Benefits Termination (Compensate
  EmployeesgtAdminister Automated BenefitsgtReportgtBen
  efit Terminations) report to identify which
  benefits must be terminated
• Each dependent will receive an individual COBRA
  letter, at their address if the address is
  different than the employee
• Death
• Each dependent will receive individual letter
• Dependent relationship must be spouse, son or
  daughter

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Benefits Update
Job Data Actions, contd

• Leave of Absence -- Job Aid coming soon
• Reason Codes that will terminate benefits
  Suspension, Unauthorized Leave, Personal Leave,
  FMLA gt 1 year, etc.
• Use Benefits Finalization Report to identify
  records to be processed
• Once the Return From Leave event is processed in
  Job Data, re-enter the employee elections to
  reinstate coverage
• Use Missing Election Report (Compensate
  EmployeesgtAdminister Automated BenefitsgtReportgtMis
  sing Elections) to process in a timely manner
• Use Leave of Absence By Dept Report (Administer
  WorkforcegtAdminister Workforce(GBL)gtReportgtLeave
  of Absence By Dept)

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Benefits Update
Generating the Initial COBRA Letter

• Compensate EmployeesgtAdminister
  COBRAgtReportgtCOBRA Initial Letter
• As Of Date is the first of the month following
  the date of the event
• Verify Reprint checkbox in Group Header 2 box is
  not selected
• If an agency processes the COBRA event and no
  COBRA letter is generated, verify
  Dependent/Beneficiary relationship. If
  relationship is incorrect, update and save on
  Dependent/Beneficiary page and call Central
  Benefits to re-qualify the event. COBRA letter
  will not automatically be generated once change
  is done

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Benefits Update
Generating the Initial COBRA Letter, contd

• COBRA Letters must be processed through Core-CT
• COBRA letters are customized for the employee and
  the specific event
• Utilize COBRA Error Report
• (Compensate EmployeesgtAdminister COBRAgt
  ReportgtCOBRA Error Report)

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Agenda Time and Labor Update
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Key Messages
Transition to Full State Ownership

• Accenture staff is here through June 30th
• In June, users are asked to work through State
  team members directly
• Some non-critical agency requests will be delayed
  in order to complete transition of HRMS tasks.

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Wrap Up
Thank 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 Thursday, September 23, 2004 100
  - 400 and Friday, September 24, 2004 900
  1200
• Room 1002A and 1002B
• 101 E. River Drive

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Agenda Time and Labor Update
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Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?