State of Connecticut Core-CT Project HRMS Users Group Meeting June 3 & 4, 2004

State of ConnecticutCore-CT Project HRMS Users Group Meeting June 3 & 4, 2004

Welcome Anne North and Sue Martin Business Process Updates Payroll Update Nancy Ribes & Mark Bissoni 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 Agenda – Time and Labor Update

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

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

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 Payroll 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. Human Resources Update Updates

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 agency’s 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.

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.

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

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. Time & Labor Update New Leave Plans

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 employee’s 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 employee’s job code.

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.

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.

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 Service>Role Manager>View>Manage 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.

Time & Labor Update Time & Labor Exceptions (cont’d) • 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.

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.

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

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 employee’s 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.

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 employee’s dependent record for any purpose.

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.

Benefits Update Manual Events • Family Status Changes • Overage Child • Dependent relationship must be son or a daughter. Use Base Benefit Audit Report (Compensate Employees>Administer Base Benefits>Report>Base 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 Employees>Administer Automated Benefits>Report>Overage Dependent Report)

Benefits Update Manual Events, cont’d • 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.

Benefits Update Job Data Actions • Reduction in Hours • FTE reduced below .5 and employee not grandfathered • Termination • Use the Benefits Termination (Compensate Employees>Administer Automated Benefits>Report>Benefit 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

Benefits Update Job Data Actions, cont’d • Leave of Absence -- Job Aid coming soon • Reason Codes that will terminate benefits: Suspension, Unauthorized Leave, Personal Leave, FMLA > 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 Employees>Administer Automated Benefits>Report>Missing Elections) to process in a timely manner • Use Leave of Absence By Dept Report (Administer Workforce>Administer Workforce(GBL)>Report>Leave of Absence By Dept)

Benefits Update Generating the Initial COBRA Letter • Compensate Employees>Administer COBRA>Report>COBRA 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

Benefits Update Generating the Initial COBRA Letter, cont’d • COBRA Letters must be processed through Core-CT • COBRA letters are customized for the employee and the specific event • Utilize COBRA Error Report • (Compensate Employees>Administer COBRA> Report>COBRA Error Report)

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.

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 1:00 - 4:00 and Friday, September 24, 2004 9:00 – 12:00 • Room 1002A and 1002B • 101 E. River Drive

Questions/Discussion QUESTIONS? COMMENTS? FEEDBACK?

State of Connecticut Core-CT Project HRMS Users Group Meeting June 3 & 4, 2004