State of Connecticut Core-CT Project HRMS Users Group

State of Connecticut Core-CT Project HRMS Users Group Meeting December 6 & 7, 2004

Agenda – Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes & Shirley Galka Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Benefits Update Bill Morico Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team 2

Agenda –Payroll Update Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes & Shirley Galka Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Benefits Update Bill Morico Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team 3

Payroll Update Payroll Schedule Description • Pay calculation runs the Saturday before pay confirm week – On the following Monday users can review reports and online payroll transactions – Payroll calculation repeats each night Monday through Wednesday – Users can make corrections on Monday through Wednesday with assistance as needed from the Central Payroll Unit – On Thursday morning users have a final opportunity to review reports and payroll data for accuracy – Users must request any needed pay line changes through the Central Payroll Unit before 11: 00 a. m. on that Thursday 4

Payroll Update Payroll Schedule Description • The system locks out at 2: 00 p. m. on Thursday – Final pay calculation then takes place; Core-CT Payroll Team and Central Payroll Unit review and resolve payroll error messages where possible – Pay confirmation is executed; the system updates all payroll information and assigns check and advice numbers – On Friday morning, users can generate and review key payroll reports for verification of accuracy; it is critical that users do this to ensure accurate and complete processing – Users must coordinate any required corrections with the Central Payroll Unit through the on line check process 5

Payroll Update Holiday Schedule • Please note the following: – There will be no extension for payroll processing the week of 12/27 – All limited scope agencies are expected to provide their files by 5: 00 p. m. on Tuesday of confirm week 6

Agenda –Human Resources Update Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes &Shirley Galka Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Benefits Update Bill Morico Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team 7

Human Resources Update Mass Salary Increases • Please note the following dates: – Employees in the P-4 (Salary Plan EE) with a January AI on Step 12 as of 6/25/2004 were manually switched to the EF Salary Plan on 6/25/2004 – These employees must be manually switched back to the EE Salary Plan and given a January AI; instructions will be forthcoming – Next annual increases are effective 12/24/2004 – Preliminary reports were processed on 11/24/2004 – Final reports and processing will take place on 12/28/2004 8

Human Resources Update Helpful Reminders • Retroactive processing on Position Data – Enter current date or date of last position row entered and increase effective sequence by one – Enter justification in the Detail Justification section in position data and indicate the reason for the retroactive date – Once the position is approved, contact Nick Visone or Lina Simonu to have them enter the retroactive date 9

Human Resources Update Helpful Reminders • Personnel Actions History Report – Report looks at the audit record to find the operator identification; there will not be a history row reported if row is system generated – Only the last General Comment row is retrieved on this report for the history report 10

Agenda – Time and Labor Update Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes &Shirley Galka Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Benefits Update Bill Morico Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team 11

Time and Labor Update Processing PL Time at Year End • Process 2004 PL time as usual • 2005 PL time will be awarded on January 13, 2005 • New TRC created – LILA (Leave in Lieu of Accrual) – Agencies to use this code for PL time used between January 1 and January 6, 2005 – After January 13 can change LILA to PL time – LILA can also be used for other leave time – Five new Override Reason codes – LILAS, LILAV, LILAP, LILAC, LILAH – Use Override Reason codes in conjunction with LILA TRC – Can report on LILA TRC using TRC Usage Report 12

Time and Labor Update Accrual Calendar 2005 • The Accrual Calendar for 2005 will be posted to the web site by Friday, December 10, 2004 • New TRC LILA can be used for the period between the first of the month and the time the accrual process is run – Agencies should use the corresponding Override Reason code – The TRC Usage Report should be run at least monthly in order to monitor the usage of LILA and to make timely attendance changes 13

Time and Labor Update New Report • New report – Employee Time Not Loaded to Payroll created to identify those employees with rejected time or other possible paycheck issues • Report will also identify employees with ES, NA, and AP time that could cause a problem with paycheck • Report is run in Batch after each Load to Payroll – Saturday, Monday, Tuesday, Wednesday • Available in My Reports (CTTLR 380) 14

Time and Labor Updated Job Aids • TL Job Aids are currently being reviewed • As Job Aids are updated, a daily mail will be sent • Agencies should review the updated Job Aids for relevant procedural changes • Old copies should be discarded and new ones printed 15

Time and Labor Update Soon to be Resolved Issues • Double Overtime counting towards 40 hours in a week (1199) • Part Time Accruals based on Hours Worked • Annual Attendance Report 16

Time and Labor Update Outstanding Issues • Holiday time created on an off day • PT Holiday time created when an unpaid TRC is entered • Rotating Averaging - HV, HP, SWCS to be added to value list - Entering two or more REG/REG equivalent TRCs on the last day of the pay period - Employees who are docked • Compensatory time and other leave time discrepancies • Overtime eligibility flag 17

Time and Labor Update Outstanding Issues • Time Reporter to be automated • Leave Accrued/Processed Report not working properly • Adjust Paid Time page processing slowly • Effective Date and Election Date on Leave Plans • Allowing Exceptions 18

Agenda – Time and Labor Update Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes &Shirley Galka Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Benefits Update Bill Morico Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team 19

Benefits Update Agenda • Benefits Billing Review – Comptroller’s Memorandum 2004 -3 A – Billing Enrollment, Payment, and Adjustments • COBRA Review – Overage Dependent Processing • Questions 20

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Benefits Update COBRA Processing Changes • Effective 12/1/2004 the COBRA processing system automatically terminates benefits for ineligible enrolled dependent children. Impacted benefits are as follows: - Medical benefits for dependent children age 23 or older who do not have a check in the “Disabled” box on their dependent record - Medical and Dental benefits for dependent children age 19 or older who do not have a check in the “Student” box on their dependent record • This process runs on the first day of each month for dependents qualifying in that month or earlier. No agency action is necessary for records with valid data • The COBRA Initial Notice for these dependents will print the next time the agency prints COBRA Notices after the process runs 33

Benefits Update COBRA Processing Changes, Continued • The carrier will be notified of the termination on the next eligibility file • The agency must continue to process Dental benefit terminations and produce a COBRA Initial Notice for dependent children at age 19 who are students and enrolled in Dental coverage • COBRA Initial Notices for Overage dependents will process and print when the following conditions are met: - Date of birth is a valid birth date - The National ID (SSN) field for the dependent child is filled in with a valid SSN - The Relationship of the child is Son or Daughter; any other relationship must be corrected by the agency before a COBRA Event can be processed 34

Benefits Update Helpful Reminders • Process all events in order of occurrence. If this is not possible, and the new event affects eligibility, you must reprocess all events after the inserted event. • When entering benefit elections for a new employee, you must enter all medical, dental, and life elections before closing the event. • Print, distribute, and use the completed Enrollment Statement for data entry to insure that the correct option elections are made and that the correct dependents are enrolled. After entering elections, check your entries by going to Compensate Employees> Administer Base Benefits> Use> Health Benefits ( also Life & AD&D Benefits). 35

Benefits Update Helpful Reminders Continued • If after processing an event the results are not what you expect, ask for help. DO NOT reprocess the event or create another event to try to achieve the desired result. Doing so will not work, and complicates resolution of the problem. • Process all events on a timely basis. If this is not done, deductions and billing statements may not be correct, and the carriers will not be notified of additions, changes, and terminations at the proper time. 36

Agenda – Time and Labor Update Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes & Shirley Galka Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Benefits Update Bill Morico Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team 37

HRMS Key Messages Training Survey for New HRMS Users • Survey distributed to agencies on 10/1/2004 – – – Most agencies have new users in all modules Survey asked for new users that need training Training classes in WC scheduled for this month and January Time and Labor classes will be announced soon Schedule for other classes will be announced shortly 38

HRMS Key Messages Current Priorities • Preparation and execution of 2004 Year End processing • Resolution of outstanding accrual processing issues • Resolution of Financial Integration issues 39

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 –Monday, March 28, 2005 1: 30 - 4: 00 and Tuesday, March 29, 2005 9: 00 – 12: 00 Room 4214 A and 4214 B 101 E. River Drive

Agenda – Time and Labor Update Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes & Shirley Galka Human Resources Update Lina Simonu Time and Labor Update Belinda Thibedeau Benefits Update Bill Morico Key Messages Anne North and Sue Martin Questions & Discussion HRMS Team 41

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