State of Connecticut Core-CT HRMS Users Group Meeting January 15 & 16, 2008

1. State of ConnecticutCore-CT HRMS Users Group Meeting January 15 & 16, 2008

2. Agenda

3. Fiscal Year End Mass Salary Changes PeopleTools Upgrade Maintenance Packs 4-8 Tax Updates and Calendar Year End Processing Welcome Since We Last Met . . .

4. Currently resides on a VAX (declining platform) Data retention policies are under review One option under consideration is to move some of the data to EPM Please Complete the Survey – to help us determine what data agencies need Legacy Data Migration BOSS Time & Attendance Data

5. Agenda

6. Hint: Use end dates rather than goal amounts for each earnings type used. Hint: Make a habit of reviewing Job Data Override on any employee who has transferred from another agency and for whom you are making an additional pay entry. Payroll Update Additional Pay Processing Notes

7. Payroll Update Additional Pay Processing Notes, Continued Existing Historical Record On Additional Pay Page

8. Payroll Update Additional Pay Processing Notes, Continued As this screenshot exemplifies, an override combo code was attached to this additional pay transaction.

9. Payroll Update Additional Pay Processing Notes, Continued Current Action: Add new row, effective date, addl seq, end date, and earnings amount (check ok to pay).

10. Payroll Update Additional Pay Processing Notes, Continued The system brings back the last action on the job data override which in this case is a combo code from the 2004 row and the previous employer. Delete this combo code and override with another combo code specific to your agency or let the combo code default from position data.

11. FINAL COMMENT: Load of Longevity amounts – Goal amount is used with intent to ensure that employees on leave will receive payment upon return from leave. Be wary of check reversals! Payroll Update Additional Pay Processing Notes, Continued

12. Agenda

13. Social Security Numbers: Be cautious when entering the SSN in Personal Data May create employee number errors When correcting a SSN Notify your payroll and benefit personnel of correction Creates premium carrier discrepancies Human Resources Update Social Security Numbers

14. Human Resources Update FLSA Status • FLSA Status (Fair Labor Standard Act) is defaulted in from position or if changing job code defaults in from job code setup. • FLSA Status and FLSA Period in Days • No FLSA = N/A • Nonexempt • 171 – Law enforcement • 80 – Health care worker physically working in a hospital • 40 – All others

15. Human Resources Update FLSA Status

16. Human Resources Update FICA Status • FICA Status (Federal Insurance Contribution Act) is located in Job Data on the Payroll tab • Status is used to indicate FICA deduction type: • Subject - full deduction • Medicare Only - partial deduction • Exempt - no deduction

17. Human Resources Update FICA Status

18. Human Resources Update HR Tickets • Tickets: • Do not assume we are aware of an existing problem • Log a ticket so we can determine if a problem exists and have an opportunity to resolve it • Contact the Help Desk at 860-622-2300 or core.support@ct.gov

19. Human Resources Update Action/Reason Codes Action – Reason usage in Job Data • Action – Position Change • Do not use Position Change in Job Data. This action code is only to be used in Position Data.

20. Human Resources Update Probationary Date • Probationary Date: • Reflects the TRUE working test period end date. • Example: Connecticut Careers Trainee. • One to three years training period. • Probationary Date field reflects length of training not the six-month WTP date. • This field does not trigger leave accruals. Must set up leave plans with correct effective date.

21. Human Resources Update Maintenance Pack Changes • Job Data • Position Description is now always visible.

22. Human Resources Update Navigation Tips Searching in Core-CT • “Find” button is located in: • Position Data • Job Data • Personal Data

23. Human Resources Update Navigation Tips, Continued

24. Human Resources Update Navigation Tips, Continued

25. Human Resources Update Current Training Classes • Job Data and Position Data training classes: • Job Data is full days • Position Data is half days with help labs available after the training class • If classes are full, ask your Agency Training Coordinator to put you on a waiting list. • http://www.core-ct.state.ct.us/training/identify/Default.htm

26. Agenda

27. Time and Labor Update Leave Plans No one should be using the conversion plans: • Sick - CNVDFS • Vacation – CNVDFV • PL - CNVDFP

28. Daily Mail dated 12/20/07: If entering more than one effective dated row for a particular leave plan, you MUST save the rows as you enter them. Enrolling Employees in Leave Plans job aid updated with new instructions. Time and Labor Update Leave Plans, Continued

29. Example: An employee will be on maternity leave from December 12, 2007 until March 2, 2008 and you want to ensure that no accruals are awarded during the leave. The employee is currently enrolled in the V80AXW plan. Time and Labor Update Leave Plans, Continued

30. Steps: Enroll the employee in the VNOACC plan effective December 12, 2007 SAVE the row Enroll the employee in V80AXW leave plan effective April 1, 2008 SAVE the row Time and Labor Update Leave Plans, Continued

31. Time in each week should be entered exactly as worked No overtime paid for hours charged to REG Overtime should be entered as it should be paid when the hours in each week differ. Time and Labor Update Alternate Work Schedules

32. Time and Labor Update Alternate Work Schedules, Continued Examples:

33. New process For payments across bargaining unit All members of the bargaining unit receive payment Agency deletes exceptions Contact Belinda Thibedeau Time and Labor Update Working Conditions Stipend

34. Time and Labor Update Working Conditions Stipend, Continued

35. Labs to be offered by agency or topic Content to be determined by agency users Bring problems/issues to be resolved by Time and Labor team member Can be held at agency (need room with Core-CT access) Contact Gail Robbins to schedule labs Time and Labor Update Time and Labor Labs

36. Training for new users has been developed Can be modified for agency specific issues Delivery starting in January Need 5-8 participants per class Can be held at Core-CT or agency (need room with Core-CT access) Contact Gail Robbins to schedule classes Time and Labor Update Time and Labor Training

37. Employees at max for vacation: To avoid losing accrual employee can post time in future Only have access to post time to current pay period and next one Employee is able to use more time than entitled to Time and Labor Update Self Service Agencies

38. Time and Labor Update Self Service Agencies, Continued Example: Current pay period

39. Time and Labor Update Self Service Agencies, Continued Example: Current time posted

40. Time and Labor Update Self Service Agencies, Continued Example: Future pay period

41. Time and Labor Update Self Service Agencies, Continued Agency Resolution: Leave Accrual Balance Report

42. Time and Labor Update Self Service Agencies, Continued Agency Resolution: Reported Time Report

43. Time and Labor Update Upcoming Tasks • Looking at rule programs • Some rules not being used by Workgroup • Some rules not working as intended • Some missing rules • Contact Karen Angell

44. Can begin looking at Schedules All schedules will be renamed Rotating Averaging schedules impacted (Relative Start Date) Will update employee records centrally Contact Patti Maneggia Time and Labor Update Upcoming Tasks, Continued

45. Time and Labor Update Contact Information Belinda.Thibedeau@ct.gov 860-622-2262 Karen.Angell@ct.gov 860-622-2020 Patti.Maneggia@ct.gov 860-622-2185 Gail.Robbins@ct.gov 860-622-2583

46. Agenda

47. Employee premium payments for health and life insurance are calculated monthly. Process runs after the final payroll confirm for the month. Payment is calculated by the employee’s enrollment at the time the remit process is run. Benefits calendar to be issued in the near future Timely processing is necessary to ensure accurate payments to the carriers. Benefits Update Remittance Process

48. Remit process will retroactively adjust one month to account for changes to coverage. Agencies must contact OSC Central Benefits Unit for approval to process changes beyond sixty days. Benefits Update Remittance Process, Continued

49. Payment and Discrepancy Report (CTBNR259) Agencies should utilize the report to monitor monthly payments to the carriers. Employees who have had changes to coverage and/or status must be reviewed. Automatically sent to agencies after the remit process runs Report has three PDF files: Payment Report - Lists all employee premiums paid and credited to the carriers for the current month. Discrepancy report - Lists employee discrepancies based on the employee’s status and/or coverage level. Totals Report - Lists payment report totals for each health and life vendor. Benefits Update Payment and Discrepancy Report

50. Agencies will receive an auto query after the remittance process has run for the month. The query will list all employees who have a discrepancy in their employee and/or state share amounts. Agencies must review each employee discrepancy and take corrective action if necessary. Agencies should compare discrepancy reports month to month. Benefits Update Discrepancy Auto Query