State of Connecticut Core-CT HRMS Users Group Meeting September 22 & 23, 2009

1. State of ConnecticutCore-CT HRMS Users Group Meeting September 22 & 23, 2009 1

2. Agenda 2

3. General Information Resources We’re Counting on You . . . Share User Group information with your co-workers Need more mail? Sign up for Core-CT HRMS Daily Mails by sending a request to: corect.change@ct.gov 3

4. General Information Questions Would you send more staff to the User Group meetings if we had more sessions? What other topics should we cover? 4

5. General Information 3% Deduction for Retiree Health Care Required by the 2009 SEBAC agreement. Applies to employees hired into Health Care eligible positions on or after July 1, 2009. 2 Deduction Codes are now available: OPEB: Retirement Health Fund (Other Pension Employee Benefit) - a deduction equaling 3% of the employee’s total gross wages will be made on a pre-tax basis. ADJOPE: Retirement Health Fund Adjustment. This deduction must be utilized only if the OPEB deduction is untimely. In this circumstance, you must determine the amount owed. See the 7/09/09 Daily Mail for more information 5

6. Agenda 6

7. Payroll Update Important Scheduling Notes • Confirm for 11/20/09 check • Confirm will take place on Thursday, November 12th • Holiday on Wednesday, November 11th – please plan • accordingly • This means check payroll register on Tuesday and make • all necessary payroll corrections. • Interface files are due on Monday, November 9th 7

8. Payroll Update Important Scheduling Notes, Continued • Confirm for 12/4/09 check • Confirm will take place on Wednesday, November 25th • System Lockout will be in place at 7:00 p.m. on Tuesday, • November 24th and will continue through Wednesday • There will be no payline adjustments on Wednesday, • November 25th • Interface files are due on Monday, November 23rd 8

9. Payroll Update Important Scheduling Notes, Continued • Confirm for 12/31/09 check • Confirm will take place on Wednesday, December 23rd • System Lockout will be in place at 7:00 p.m. on Tuesday, • December 22nd and continue through Wednesday • There will be no payline adjustments on Wednesday, • December 23rd • Interface files are due on Monday, December 21st 9

10. Payroll Update Additional Pay Transactions • When entering a new row and transaction, always open and review the Job Information tab. • Check the Dept ID and Combo Code. • Make sure these fields are populated with the current and accurate information. Take note of the following example: 10

11. Payroll Update Additional Pay Page 11

12. PayrollUpdate Additional Pay Page, Continued 12

13. Payroll Update Additional Pay Page, Continued • Consequences of errors: • PSPPFUND job(s) fail in Batch processes; this impedes the completion of the financial backend processes. • Impact on users: • Potential extension of lock-out into Friday morning following confirm. 13

14. Please take care to ensure you are updating the correct employee record. Do not include employees for whom an override combination code (combo code) will be entered on the Timesheet in the Mass furlough processing (CTPYB927). These employees must be entered directly on Additional Pay and the default funding source combo code must also be entered under the Job Information tab. Payroll Update Furlough Processing on Additional Pay

15. Mass furlough processing (CTPYB927) Do not simply run old groups from first processing effort – re-construct these groups logically and exclude employees who have retired, terminated, or transferred. If you use your original processing group, review the list first to ensure you are capturing active employees with correct record numbers. Payroll Update Furlough Processing on Additional Pay, Continued

16. Do Notmake any additions or changes on Confirm Thursday – view only Consequence: No paycheck Payroll Update Reminder for Confirm Thursday

17. Payroll Update Year End 2010 is coming! • All check/advice reversals and cash recovery/workers’ comp reversals as well as other manual adjustments must be submitted to OSC Central Payroll Unit by noon on Tuesday, November 17, 2009. • All reversals for checks and advices issued after November 17th must be submitted to OSC Central Payroll Unit by noonon Friday, December 18, 2009. 17

18. Payroll Update Year End, Continued 2010 is coming! (Cont.) • Adjustments not received by theses deadlines will result in the issuance of a W2-C. • Checks dated 12/31/09 – Because of time restraints, all corrections will result in the issuance of a W2-C. 18

19. Payroll Update Changes in W-4 form • New W-4 form prohibits Flat amount or Percentage withholding. For regular wages, withholding must be based on allowance claimed. • This means that employees cannot request their Federal withholding tax to be a flat amount or a percentage of wages. • Employees who currently are set up this way will be required to complete a new W-4 form. 19

20. Agenda 20

21. Human Resources Update Longevity • First preliminary reports ran on 9/08/2009. • Second preliminary reports ran on 9/22/2009. • Final processing and reports will take place on Friday, 10/02/2009. • Note: Reports become available Saturday, 10/03/2009. 21

22. Human Resources Update Longevity, Continued • REMINDER: • If an employee is NOT entitled to the longevity payment and the Additional Pay row is loaded, the agency must add in a new row in Additional Pay to terminate the payment. • If the agency cancels the payment through Central Payroll, the system will continue to issue the longevity payment until the Additional Pay row is terminated. • When manually entering an Addl Pay record for exception employees, do not enter in the Goal Balance amount. The system interprets this field as the amount already having reached its goal. Once the payment is issued, the system inserts the goal amount into the record. 22

23. Human Resources Update Longevity, Continued 23

24. Human Resources Update Longevity, Continued • REMINDER: • Do not insert Longevity Payment into Time and Labor. Longevity Payment should be in Additional Pay in order for the LN1 (Longevity Additive) program to update. 24

25. Human Resources Update Longevity, Continued • Exception 17 – has been revised • Caused by entering job data rows prior to 4/01/2009, but creating the row between 4/1/2009 to 9/30/2009. • Example: Data Change - Performance Appraisal row data • Entered/created on 4/15/2009 • Effective dated job data row of 3/30/2009 • This will cause an exception for the Longevity process • Previously, these employees would have required manual entry into Additional Pay. 25

26. Human Resources Update Longevity, Continued • Exception 17 – has been revised (cont.) • Revision – employee will appear on the processed report • Unless other exceptions prevent this from happening • Employee will also appear on the exception report so agencies can review in case a manual date adjustment needs to occur. 26

27. Human Resources Update Retirement Incentive Program Payouts • Job Aid, Deferred Payments for 2009 Retirement Incentive Program, is available on the Core-CT website at:http://www.core-ct.state.ct.us/user/hrjobaids/hr/2009_rip.doc • New Action/Reason code created: • Action - Termination or Terminated with Benefits • Reason - NOE - ‘No Employment - Payout Only’

28. Human Resources Update Retirement Incentive Program Payouts, Continued • Why are processes handled this way? • Add Employment Instance • Job Indicator set to ‘Secondary’ • Use CONVVR position • Change Union Code to ‘99’ on Job Labor tab • Leave Salary blank on Compensation tab • Do not activate Time Reporter Data page • Payments need to be processed in Additional Pay • VOID Benefit events in On Demand Event Maintenance Module

29. Human Resources Update Temporary Worker Retiree • Setting up a Temporary Worker Retiree in Job Data: • Do not rehire in the Retirement Record • Always add a new job record by using Add Employment Instance • Set the Job Indicator to ‘Primary’ • Set the Employee class to ‘1373VR Job CodeTmp/Wrk Ret - RR’ 29

30. Human Resources Update Temporary Worker Retiree, Continued • Setting up a Temporary Worker Retiree in Job Data (Cont): • Union code - ‘04’ • Salary Plan – ‘VR99’ • Complete the ‘Appointment End date’ 30

31. Human Resources Update Position Data, Jobcode Profile Field • Jobcode Profile field is located in Position Data on the Specific Information tab. • Used to track: • Positions that require a specific drivers license. • Positions deemed hazardous duty not traditionally considered hazardous duty. • How many days a temporary worker retiree has been authorized to work.

32. Human Resources Update Job Data – Data Change Actions • There are business reasons for Central Benefits or Central Core system processes to add Data Change rows to Job Data. • Sometimes the job data row is active and other times it is in termination status. • Examples for Active employees: • Life Insurance Increase in March or September for April and October

33. Human Resources Update Job Data – Data Change Actions,Continued • Additional examples for Active employees: • Health Insurance events such as: Non-qualified child, civil union, preferred health insurance coverage. • Pay Group Changes due to changes in employee status (FLSA, dual employment). • Example for Terminated employees: • Disability Premium Waivers

34. Human Resources Update Job Data – Data Change Actions, Continued • To determine who entered the data change row, run the Personnel Actions History Report located at: • Workforce Admin > Job Information > Job Data > Workforce Reports • OPRID field will indicate which user entered the row. • If user id’s name is not familiar, contact the Help Desk for assistance.

35. Human Resources Update Job Data – Expected Return Date • When placing an employee in Job Data on either a • Paid Leave of Absence (PLA) or an • (Unpaid) Leave of Absence (LOA) • Complete the Expected Return Date field. • Hard edit is being developed when the actions are being used to require a date for bargaining units 01 through 16 in SetID AGNCY and UNIVS. (Excluding bargaining unit 04 in UNIVS SetID).

36. Human Resources Update Job Data – Expected Return Date, Continued • If Expected Return Date is known, enter the date. • If Expected Return Date is unknown, project a date. • If Expected Return Date needs to be extended, enter a row in Job Data and use the action of Data Change and the reason of Leave Extension (LET).

37. Human Resources Update Job Data – Expected Return Date, Continued • Delivered report to view employees on a Leave of Absence located at: • Workforce Administration>Job Information>Reports>Leave of Absence by Department

38. Human Resources Update Mass Annual Increases • Annual Increases that have been skipped or deferred. • Core-CT will update the Next Annual Increment Date field prior to the next time the AI is due. • Agencies will not need to update this information unless the employee’s next AI date should have been skipped due to an unsatisfactory service rating.

39. Human Resources Update Employee Class • Employee Class type of “Lite Duty WorkersCompensation” has been inactivated as of 7/17/2009. • When indicating an employee is on light duty, use these Action Reason combinations: • Action - ‘Return From Leave’ and Reason - ‘Return from Workers Compensation - Light Duty’ • Or Action - ‘Data Change’ and Reason - ‘Workers Compensation - Light Duty’

40. 535 Q Item is now in production Compares job code in Position Data with the job code in Job Data on the Job Information tab Must be a qualified under fill Bargaining Units 1, 2, 3, 5 through 16, and 67 Human Resources Update New HR Core-CT Edits 40

41. Agenda 41

42. Users now have the ability to report on T&L Comments. You may choose to run the report, CTTLR352, by Department, Group or Employee and select a date range. Comments from all sources will be displayed. Time and Labor Update New TL Comments Report Timesheet Approval Page Adjust Paid Time

43. Processing Leave Plans Review Job Aid, Checklist for Terminating Employees, located on the Core-CT website at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/chklst_fr_trmntng_emplye.doc Zeroing out leave balances can only be done when the employee is receiving a paycheck. Place employee in no accrual plans effective with the termination date and then terminate after the payroll containing the adjustment codes has been confirmed. Time and Labor Update Terminating Employees

44. HR must communicate with T&L prior to placing employees on a Leave of Absence (LOA). Any unpaid attendance posted on the Timesheet must be deleted prior to inserting the Job Data LOA transaction. Attendance not deleted prior to the Job transaction requires Core-CT assistance. Time and Labor Update Leave of Absence Attendance

45. Only Payable Time with a status of Estimated – Ready for Payroll (ES), Needs Approval (NA), Rejected by Payroll (RP) or Approved-Ready for Payroll (AP) can be corrected by Core-CT. Payable Time that has been processed by Payroll cannot be corrected. Time with status of Taken by Payroll (TP) or Paid-Labor Distributed (PD) may cause exceptions. Time and Labor Update Leave of Absence Attendance, Continued

46. Steps for Processing LOA HR notifies T&L of employee’s LOA. T&L verifies if unpaid attendance has been posted. If no attendance, HR processes LOA transaction. If attendance posted, T&L deletes it. Time and Labor Update Leave of Absence Attendance, Continued

47. Steps for Processing LOA (cont.) Deleted time must process overnight. Next day, T&L verifies that time has processed correctly (no exceptions or rejected time). T&L notifies HR to insert LOA transaction in Job Data. Monday after pay confirm, T&L posts unpaid attendance in Adjust Paid Time. Time and Labor Update Leave of Absence Attendance, Continued

48. Processing Rejected Time To find rejected time use the Payable Status Report CTTLR252 and choose RP. If Rejected Time exists, it must be closed in Adjust Paid Time. Navigate to the appropriate pay period, click the Close checkbox and Save the page. Time and Labor Update Rejected Time

49. Processing Rejected Time (cont.) Attendance for accrual or comp time TRCs that are rejected and not closed will cause the Timesheet balances to be incorrect. The system will continue to attempt to process Rejected Time until it is closed. Time and Labor Update Rejected Time, Continued

50. Article 25, Section Three (3) “If an employee works on the holiday as part of his/her regular schedule, the employee shall receive compensatory day off plus he/she shall be paid straight time for all hours worked on the holiday in addition to his/her regular days pay.” 8 HWCE – Comp Day 8 HPAP – Straight Time (Holiday Pay) 8 REGH – Regular Pay Time and Labor Update NP-5 Holiday Processing