State of Connecticut Core-CT HRMS Users Group Meeting September 21 & 22, 2010

1. State of ConnecticutCore-CT HRMS Users Group Meeting September 21 & 22, 2010 1

2. Agenda 2

3. Agenda 3

4. Payroll Update Processing Note – Additional Pay

5. Payroll Update Processing Note – Additional Pay, Continued

6. Payroll Update Processing Note – Additional Pay, Continued • Always use “Include History” – review any additional rows (sequenced rows) that may come forward when adding a new effective dated row • Never remove earnings / hours in an attempt to prevent payment • Delete row if unnecessary to current transaction • Or, uncheck “okay to pay”

7. Payroll Update Savings Bond Deduction Program • The U.S. Department of the Treasury has announced it will stop issuing paper savings bonds through payroll savings plans as of January 1, 2011. • This change will reduce the costs associated with the U.S. Savings Bond Program and supports the Treasury’s long-term plan to issue all securities electronically.

8. Payroll Update Savings Bond Deduction Program, Continued • Following the check date of 11/19/2010, the Office of the State Comptroller will no longer offer a payroll deduction for the savings bond program and will be refunding any remaining savings bond deduction balances to employees (if applicable) with check date 12/3/10. • Letters have been mailed directly to all employees who are currently enrolled in the savings bond deduction program notifying them of this change.

9. Payroll Update Savings Bond Deduction Program, Continued • While paper savings bonds will no longer be available through payroll deduction, employees still have the opportunity to invest in savings bonds and other Treasury securities through TreasuryDirect. • This convenient and secure web-based system allows employees to purchase, manage, and redeem electronic (paperless) savings bonds online 24/7.

10. Payroll Update Savings Bond Deduction Program, Continued • Using TreasuryDirect, employees can also purchase Treasury marketable securities (bills, notes, bonds, and TIPS) to expand their savings portfolios. • After a TreasuryDirect account is established at www.treasurydirect.gov, employees can participate in TreasuryDirect by providing their personal banking account information to fund their TreasuryDirect accounts.

11. Payroll Update Savings Bond Deduction Program, Continued • The following materials are available online to assist with this transition: • www.frbservices.org/PayrollSavings • A list of frequently asked questions (FAQs) on this change • Employee Information on Electronic Payroll Savings • with TreasuryDirect • Instructions for establishing a TreasuryDirect account

12. Payroll Update Savings Bond Deduction Program, Continued • Please contact one of the following Treasury Retail Securities sites with any questions: • Minneapolis: 800-553-2663 (Select Menu Option 7, then Option 5) • Pittsburgh: 800-245-2804 (Select Menu Option 7, then • Option 5)

13. Payroll Update Savings Bond Deduction Program, Continued • Contact OSC Payroll Services Division with questions regarding deduction balances or the savings bond refund process • Payroll Services Division: (860) 702-3450 • To learn more about electronic savings through • TreasuryDirect, and to take a guided tour of the system, • you may visit www.treasurydirect.gov.

14. Payroll Update Year End 2011 is coming! • All check/advice reversals and cash recovery/workers' comp reversals as well as other manual adjustments must be submitted to the OSC Central Payroll Unit by noon on Tuesday, November 16, 2010. • All reversals for checks and advices issued after November 16 must be submitted to the OSC Central Payroll Unit by noon on Friday, December 17, 2010. 14

15. Payroll Update Year End, Continued 2011 is coming! • Adjustments not received by these deadlines will result in the issuance of a W2-C. • Checks dated 12/30/10 – Because of time restraints, all corrections will result in the issuance of a W2-C. 15

16. Payroll Update Important Scheduling Notes Confirm for 11/19/10 check • Confirm will take place on Friday, November 12th • System Lockout will be in place at 7:00 p.m. on Thursday, November 11th and will continue through Friday, November 12th • There will be no payline adjustments on • Friday, November 12th • Interface files should follow normal schedule 16

17. Payroll Update Important Scheduling Notes, Continued Confirm for 12/3/10 check • Confirm will take place on Wednesday, November 24th • System Lockout will be in place at 7:00 p.m. on Tuesday, November 23rd and will continue through Wednesday, November 24th • There will be no payline adjustments on • Wednesday, November 24th • Interface files are due on Monday, November 22nd by 2:00pm 17

18. Payroll Update Important Scheduling Notes, Continued Confirm for 12/30/10 check • Confirm will take place on Wednesday, December 22nd • System Lockout will be in place at 7:00 p.m. on Tuesday, December 21st and will continue through Wednesday, December 22nd • There will be no payline adjustments on • Wednesday, December 22nd • Interface files are due on Monday, December 20th by 2:00pm 18

19. Agenda 19

20. Agenda 20

21. Human Resources Update 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. 21

22. Human Resources Update DAS HR Business Rules and Central Audit Unit • Transfers/Rehires • Verify position approval has been received prior to submitting the Transfer/Rehire request. • Complete all fields on the form including phone number, the employee job code and the contact person’s phone number. 22

23. Human Resources Update DAS HR Business Rules and Central Audit Unit • Transfers/Rehires - Continued • If there is an “Appt End Date”, be sure to indicate this on the form as well. (Do not use “Probation Date” for this purpose.) • To locate the “Appt End Date” field click on the “Employment Data” link, scroll down and click on the USA flag.

24. Human Resources Update DAS HR Business Rules and Central Audit Unit • Transfers/Rehires - Continued • Gaining agency must communicate with the losing agency to ensure that the losing agency is aware of the transfer and to determine which Employee Record number should be used.

25. Human Resources Update DAS HR Business Rules and Central Audit Unit • Transfers/Rehires - Continued • This is very important because a dual employment situation may exist and there could be FLSA implications. • Use ‘Data Change/General Data Change’ if changes to fields other than Comp Rate are needed after DAS initiates the transfer and additional updates need to be entered into Job Data. 25

26. Human Resources Update DAS HR Business Rules and Central Audit Unit • Transfers/Rehires - Continued • Code changes to Comp Rate as ‘Pay Rate Change/Salary Plan Change’ (i.e.,TE to TC) or ‘Pay Rate Change/Adjustment’ (i.e.,bi-weekly is off by a penny). • Enter all changes by using the same effective date and Effective Sequence number. 26

27. Human Resources Update DAS HR Business Rules and Central Audit Unit • Promotion by Reclassification Transactions • Use the correct coding for promoting within own position. • ‘Promotion/Promotion to Target Class’ – Trainee/Leadership Associate/535-Q underfill OR • ‘Promotion/Promotion by Reclass’ – under GL 226 or in same position from exam list 27

28. Human Resources Update DAS HR Business Rules and Central Audit Unit • 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 28

29. Human Resources Update DAS HR Business Rules and Central Audit Unit • 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 pauline.mahoney@ct.gov, heather.tweedale@ct.gov and/or shari.grzyb@ct.gov for a response. 29

30. Human Resources Update DAS HR Business Rules and Central Audit Unit • General Reminders - Continued • The Auditors of Public Accounts frequently ask DAS HR Business Rules/Central Audit for error notices sent to agencies during the period being audited. • If an error is cited and is later found to have been not in error, DAS will make every effort to communicate this to the Auditors. 30

31. Agenda 31

32. Human Resources Update Fiscal Year End • Fiscal Year End Process Completed! • Another successful Fiscal Year End process was completed in July • Agencies are reminded to review all Combination Codes that will need to roll forward into next fiscal year – Be ready to provide these codes to OSC in April 32

33. Human Resources Update October 2010 Longevity Process • First Preliminary Reports were available on Tuesday, 09/07/2010 • Second Preliminary Reports were available on Tuesday, 09/21/2010 • Final Processing will occur on Friday, 10/01/2010 • Final Reports will be available on Saturday, 10/02/2010 33

34. Human Resources Update Inactivating a Position – Hard Edit • A new Hard Edit has been implemented in Position Data to ensure positions are being inactivated properly. • Often, the INA row was entered to inactivate a position, but the Status Field remained set to ACTIVE • Hard Edit is now in place to prevent the position record from saving when the INA action is entered without changing the status to INACTIVE • Ensures accurate Monthly Position Status Reports

35. Human Resources Update Acting Appointments – University Employees • Classified TSHC procedures are no longer used for Unclassified Acting Appointments. • New Codes are now in place that are specific to Acting Appointments: • LOA / Acting Appts – Univs Only • RFL / Return from Acting Appt • TER / Acting Appts – Univs Only Ended • HIR or REH / Acting Appts – Univs Only

36. Human Resources Update Acting Appointments – University Employees, Continued • Continue to use Additional Employment Instance for the Acting Appointment • New procedure will allow for more accurate reporting at both the Agency and Central level • Job Aid will be available soon!

37. Human Resources Update Report Parameters – DeptID Field • For agencies consisting of multiple departments/divisions, many Core-HR reports may be run by each individual Department ID for which the user has access. • OR • If the Department ID field is left “blank”, information is returned for ALL departments within the agency. • Personnel Actions History Report • Longevity • Working Test Period Report • Seniority Report

38. Human Resources Update Logging Tickets – REMINDERS • Add a top row to update a record while a ticket is pending, so the paycheck is accurate. • Provide Core-CT Help Desk with an Expected Return Date whenever requesting any type of Leave action – including Worker’s Compensation. • Be sure to include the “true” effective date when asking for retroactive Position actions. 38

39. Human Resources Update Logging Tickets – REMINDERS, Continued • Provide a Note to be entered into Notepad when asking for a Correct History transaction. • When requesting multiple actions for one employee, log one ticket only. Multiple tickets are not needed. 39

40. Agenda 40

41. Employees With Multiple Jobs Self Service time entry role gives access to ALL jobs. Employees have the ability to enter time for Non-Self Service job without the time needing approval. Time and Labor Update Self Service

42. Employee must choose job to enter time for by job title and department. ALL agencies must be aware of employees who have multiple jobs and are employed at a self service agency. Time and Labor Update Self Service, Continued

43. New Job Aid lists self service agencies Agency Time and Labor Status http://www.core-ct.state.ct.us/user/hrjobaids/tl/agncy_tl_status.doc Time and Labor Update Self Service, Continued

44. Agencies, including non-self service agencies, are responsible for auditing and ensuring that self service employees enter time for the correct job. Time and Labor Update Self Service, Continued

45. Identifying Multiply Employed Persons Multiple Jobs Summary report - Workforce Administration > Job Information > Reports > Multiple Jobs Summary by Dept OR Online - Workforce Administration > Job Information > Review Job Information > Multiple Jobs Summary Time and Labor Update Self Service, Continued

46. New Audit Tool EPM query will display timesheets submitted for agency employees with an OPRID that may be invalid. CT_CORE_TL_TIMESHEET_OPRID_AUD Time and Labor Update Self Service, Continued

47. New Audit Tool, (cont.) Query looks at timesheet entries and security Matches OPRID of timesheet entry to roles of that OPRID to see if they are valid for the Department Valid roles are: TL Specialist, Timekeeper Specialist, Timekeeper, Time Reporter or Time Approver Time and Labor Update Self Service, Continued

48. Core-CT is exploring additional solutions to prevent this issue. More information will be published via Daily Mail as it becomes available. Time and Labor Update Self Service, Continued

49. Rules project is nearing completion Holidays Shift and Weekend Diff Rotating Averaging Overtime Time and Labor Update Time and Labor Rules

50. Overview of changes: Holidays Time worked on holiday = REGH Shift and Weekend Diff Half time premium now split out Time and Labor Update Time and Labor Rules, Continued