State of Connecticut Core-CT Project HRMS Users Group Meeting March 28 & 29, 2005

State of ConnecticutCore-CT Project HRMS Users Group Meeting March 28 & 29, 2005

Agenda – Welcome 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 EPM Update Benefits Team Mary Yabrosky Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

“ Too Many FLSA Earnings” errors generally occur when there is inconsistent historic data on Time Reporter Data Page Corrective action must occur before an employee can be assured payment; the system holds on to this dated data and creates rows of prior period adjustments flowing from the earliest date to the pay period being processed The Payroll Team has been correcting these errors by deleting the prior period adjustments manually on confirm Thursday, permitting payment to the employee for the current pay period The Time and Labor Team has been assisting impacted agencies in cleaning up this data prior to confirm Thursday. Payroll Update Payroll Error Messages

“ Too Many FLSA Earnings” errors also occur when users make a prior period adjustment on the weekly elapsed time page for a date that is more than 4 pay periods back from the current processing cycle. Users must correct retroactive payments by processing a record only adjustment and process the required payment on the additional pay page. Payroll Update Payroll Error Messages, Continued

Account Code Changes For prior period adjustments, account codes must be active in current pay period Account codes should not be inactivated until agencies are certain they will no longer be required Payroll Update Payroll Messages

Preliminary mode report ran on 3/2/2005; second preliminary report scheduled to run on 3/28/2005 Includes Processed and Exception Reports Accuracy of processed reports dependent on updates made to Professional Experience Date Shows the new Professional Experience Date (Longevity Date) Provides the April Longevity Payment amount Human Resources Update Longevity

Agencies with exceptions should do the following: Enter manually using the TRC of XLNGA in Weekly Elapsed Time If a self service agency, use Additional Pay for your entries Final Mode will be processed on 4/15/2005 Professional Experience Date will then be updated on the Employment Data tab Longevity Payment amount will be entered in the Additional Pay page Job Aid resources on the Core-CT website See Longevity Processing, Longevity Exceptions, and Professional Experience (Longevity) Date Processing Human Resources Update Longevity, Continued

Effective April 1, 2005 January Anniversary Increases (3 month delays) will be processed for the following bargaining units: BU – 03 (CA, CS, CR) BU – 12 (SH) BU – 53 (CJ) BU – 70 (DM) Preliminary reports were run on 3/2/2005 Final reports will be run on 4/15/2005 Human Resources Update Mass Salary Processing

If an employee transfers to another Agency/Department, not in their position number: Losing Agency/Department enters a transaction in Job Data; Action: Data Change/Reason: ETO – Employee Transferring Out of Agency. Effective date is the same as the transfer date.NOTE: POSITION NUMBER DOES NOT CHANGE Losing or Gaining Agency/Department notifies Central DAS Auditing Unit to transfer employee; Central DAS Auditing Unit enters Action: Transfer/Reason, selecting the appropriate one. (At this point DAS changes the position number.) Human Resources Update Position/Employee Transfers

If an employee transfers to another Agency/Department, in their position number: Losing Agency/Department completes position data transaction. This includes effective date, gaining agency/department code, new location code, and the new Agency/Department chart of account. Losing Agency/Department enters a transaction in Job Data; Action: Data Change/Reason: ETO – Employee Transferring Out of Agency. Effective date is the same as the transfer date.NOTE: POSITION NUMBER DOES NOT CHANGE Human Resources Update Position/Employee Transfers, Continued

Upon approval of position in gaining Agency/Department’s security: 3)Losing or Gaining agency notifies Central DAS Auditing Unit to transfer employee; Central DAS Auditing Unit enters Action: Data Change/Reason – PTD – Position Transfer to New Department/Agency Human Resources Update Position/Employee Transfers, Continued

Ensure that all time sensitive position approval updates are submitted prior to the lockdown period of June 20, 2005 through June 25, 2005. No position updates or approvals will be allowed during the Fiscal Year End budgeting load. Evaluate positions that are currently recycled, or had a new proposed change denied. Update the row and send back through the approval process if approval is required Remove the row if the update is no longer required Inactivate the position if appropriateIMPORTANT NOTE -Agency Position Specialists should review their work lists for Recycled and Denial notifications Human Resources Update Fiscal Year End Tasks

Agency Position Specialists are encouraged to limit the number of position updates performed from mid May through June 25, 2005. Review your work lists for positions that may be moved quickly to the next level. By working together Agency Position Approvers, DAS and OPM will approve as many position updates as possible prior to the Fiscal Year transaction. These collective efforts will help reduce the number of positions in the approval process and provide approvers time to reduce the number of positions in their work lists. Positions that are in the approval process during the Fiscal Year transition will require review for the correct budgeting upon approval. This may require that positions be resubmitted for approval again after the Fiscal Year transition. Human Resources Update Fiscal Year End Tasks, Continued

Agency requests for reorganization are due by March 31st. Core-CT will generate a file consisting of all positions in the State of Connecticut for review by OPM. The Account Code Table will be updated to reference the new 2006 Fiscal Year. OPM will review the file of position data and send the file back to Core-CT with the new budgeting information for all State of Connecticut positions. Human Resources Update Fiscal Year End High Level Sequence of Events

The new budgeting information will be loaded into Core-CT the week of June 20, 2005 and a new row effective June 10, 2005 will be inserted into the PositionData and Account Code tables with the new fiscal year 2006 budgeting information. A new row is created on the Budgeting tables with the updated Account Code information for each position. (Budgeting tables are used to appropriately charge salaries). Human Resources Update Fiscal Year End High Level Sequence of Events, Continued

Look for the HRMS Fiscal Year End updated Job Aid Coming soon to the Core-CT website! Human Resources Update Fiscal Year End Assistance

Navigation Path: Administer Workforce>Capture Time and Labor>Manage>Adjust Paid Time To add attendance: Click on + button. Enter Information. The new entry will be saved as Closed. To delete attendance: Click on – button. Both the original and the deleted entry will be saved as Closed. Don’t correct entries by creating negative ones. Time and Labor Update Adjust Paid Time Entries

Use Adjust Paid Time page for any attendance changes not required to be paid. Agencies can use this page to record unpaid time during LOA. Use Adjust Paid Time page for any payments made through Central Payroll so that Payroll and Time and Labor records are in sync. If Time and Labor and Payroll records are out of sync a payment or deduction in pay could be created in certain circumstances. Time and Labor Update Adjust Paid Time Entries, Continued

To change attendance: Delete entire row Delete time from one day Add a row with the new information Do not enter a negative to delete An audit record exists for entries made on the Weekly Elapsed Time page Administer Workforce > Capture Time and Labor > Inquire > Elapsed Time Audit Time and Labor Update Weekly Elapsed Time Changes

Comp time does not expire in Core-CT the same way the State expires comp time Review Comp Expiration Report (hand out) Administer Workforce > Capture Time and Labor >Reports > Comp Expiration Report Using Comp Time in same pay period it is earned Enter comp time earned on Weekly Elapsed Time page Let Time Admin process overnight Enter comp time used next day Time and Labor Update Compensatory Time

There are three processes attendance goes through in order to be paid. Each process verifies the time. Time Admin Load to Payroll Pay Calc Time and Labor Update Error Messages

Error Messages are created by each process. Time Admin - Exceptions Load to Payroll – Rejected Time Pay Calc – Payroll Error Messages Time and Labor Update Error Messages, Continued

Time and Labor Exceptions – time not processed by Time Admin, employee not paid Time Rejected By Payroll – time processed by Time Admin, time was not processed by Load to Payroll, employee not paid Payroll Error Messages – time processed by Time Admin, time processed by Load to Payroll, employee will not be paid unless cleaned up by the Core Payroll Team Time and Labor Update Error Messages, Continued

Reports / Information available for each process. Time and Labor Exceptions – Manage Exceptions Self Service > Role Manager > View > Manage (Group) Exceptions Load to Payroll – Employee Time Not Loaded To Payroll (CTTLR380 found under My Report) Pay Calc – Payroll Error Messages (New Report) Time and Labor Update Error Messages, Continued

Time shown is from Schedule, Weekly Elapsed Time and/or Adjust Paid Time Leave information is from Leave Accrual page Holiday and Comp Time is not on the report – currently looking into feasibility of including it Time and Labor Update New Attendance Report

Benefits Update Enrollment for New Hires and Rehires • Employees have 30 days from Date of Hire to enroll for Life and Health insurance. Agencies should encourage new employees to research the available options before enrolling, and allow the employees the full 30 days if necessary. • The Core-CT Enrollment form must be used for all newly hired employees. The Health section should be filed in the employee’s Personnel file. The signed Life portions must be forwarded to the OSC Employee Benefits Unit. Please refer to the 11/18/03 Daily Mail for more information. • Health insurance enrollment data for new hires and rehires is sent to the carriers on the first Tuesday of the month before the effective date of coverage (Wednesday if Monday is a holiday). For example, a new employee is hired on March 8. The coverage is effective 5/1/05. The carriers will receive the enrollment data in the file dated 4/5/05.

All Job and Benefits Administration events must be processed and closed in On Demand and Event Maintenance. If an event is left open: Deductions will either not start on a timely basis or will be incorrect. Health and/or life plan data will be incorrect. Health plan change data will not be reported to the carriers correctly. No health insurance payment will be generated to the carrier even if employee deductions are correct. After the event is processed and an enrollment form generated, the record will be in Notified status. Run the Missing Elections Report regularly which lists all records in Notified status that require action. Compensate Employees > Administer Automated Benefits > Report> Missing Elections Benefits Update Open HR and BAS Events

Missing demographic data including SSN, DOB, address, etc. may cause the weekly eligibility file to fail at the carrier, and the carrier will contact the agency for the correct data. Files are sent to each carrier every Tuesday ( Wednesday if there is a Monday holiday). Agency benefit transactions are included in the next file after the transaction is validated and finalized. Inconsistent date will also cause benefit processing problems. For example, the birth date cannot be 1/1/1901, a valid date must be entered. The effective date in Personal Data must be the same or earlier than the Date of Hire. Benefits Update Missing or Inconsistent Job and Personal Data

When a change is processed in On Demand Event Maintenance that requires retroactive deductions, a retroactive request is generated after the event is Validated and Finalized. Verify that all coverage or election changes are correct: Compensate Employees > Administer Base Benefits > Use > Health Benefits ( or Life and AD/D Benefits). Verify that a retroactive request has been generated: Compensate Employees > Manage Retro Process > Use > Retro Ben/Ded Review and Updt The request will be in a status of “Not Proc”. Note the Retro Ded Sequence Number for future reference. Benefits Update Retroactive Event Processing

Run the retro request report on the Monday before payroll confirms: Compensate Employees > Manage Retro Process > Report > Retro Ben Requested by Dept. All valid retro requests that are entered by Monday of Payroll Confirm week are “Calculated” (or rejected if in error) on Tuesday night. Review all agency retro requests to ensure proper deduction amounts; run the retro calculated report on Wednesday: Compensate Employees > Manage Retro Process > Report > Retro Ben All Calced by Dept To review an individual calculated retro request: Compensate Employees > Manage Retro Process > Use > Retro Ben/Ded Review and Updt. Benefits Update Retroactive Event Processing Continued

Run the retro error report if a retroactive request is rejected: Compensate Employees > Manage Retro Process > Report > Retro Ben Errors by Dept If the request is in “Rejected” status, contact OSC Central Benefits for assistance. Calculated retro requests load to payroll on Wednesday of Pay Confirm week; the status of the retro request is changed to “Loaded PS”. To review all agency loaded retro requests, run the retro loaded report on Thursday: Compensate Employees > Manage Retro Process > Report > Retro Loaded by Agency To review an individual loaded retro request: Compensate Employees > Manage Retro Process > Use > Retro Ben/Ded Review and Updt Benefits Update Retroactive Event Processing Continued

Retroactive transactions may generate an Arrears balance in Payroll. Review Arrears Balances:Compensate Employees > Maintain Payroll Data U.S. > Inquire > Arrears Balances Paysheets reflect retroactive transactions on Thursday morning. Manual overrides are not necessary if there is a valid retro transaction. Benefits Update Retroactive Event Processing Continued

To be used only after the problem causing the incorrect deduction or refund is corrected and where the retro process has not produced the intended result. If the employee’s data is not corrected prior to the processing of a deduction override, the system will self-adjust the employee’s deductions based on the incorrect enrollment data until the YTD deduction amounts are in agreement with the enrollment data. A Payroll Audit spreadsheet showing all amounts owed and actually paid for both employee and state shares of the premium must be submitted to OSC. After the data is reviewed and approved, you will be requested to submit the BSD Corrections override spreadsheet. All overrides must be submitted to : osc.benefitcorrections@po.state.ct.us Benefits Update Deduction Overrides

Address files will be produced for the vendors in mid-April. All open enrollment materials from the carriers and from OSC will be sent to the addresses on file. Agencies must process any open Event Maintenance events before the Open Enrollment Event is opened in early May. Events that have not been processed will be closed centrally. Employee benefit records will not reflect changes that the event(s) would have created if they are closed in this manner. As of March 23, 2005 there were 12,249 open events. Additional details on Open Enrollment will be issued by Daily Mail and Comptroller’s Memoranda. Benefits Update Open Enrollment

Review Benefits Job Aids, Daily Mail and Comptroller’s Memoranda for procedures before contacting OSC Benefits staff or the Help Desk. Human Resources Update Problem Resolution

2/5/2005 Daily Mail – Entering Life Insurance Life Insurance Invalid Report Common causes of incorrect coverage: Incorrect Annual Base Benefits Rate - ABBR Bargaining Unit change Temporary Service in a Higher Class Incorrect Compensation Rate in Job Data Required for life insurance participants In Scope? Contact RSBD for assistance in the correction of coverage Benefits Update Group Life Insurance – Audit of Coverage Amounts

Non-compliance will cause the RSBD to default coverage based on available information. Once coverage is defaulted by RSBD, it will not be further adjusted until the next April 1st or October 1st following the date the information in Job Data is updated. Detrimental Effect on Beneficiaries Benefits Update Group Life Insurance – Audit of Coverage Amounts Continued

Agencies will be contacted in the coming weeks by the Employee Benefit Unit and supplied with an Excel spreadsheet of employees who owe back premiums. Agencies must review the report to determine the issue and the appropriate course of action, e.g. correct Job Data, reprocess events, etc. If retroactive deductions are required, follow the procedures in Comptroller’s Memorandum 2004 -10. Coverage for employees who fail to pay required premiums will be cancelled. If the employee wishes to enroll subsequent to such cancellation, Evidence of Insurability is required. Benefits Update Group Life Insurance – Audit of Premium Payments

Increase program will run on April 1, 2005. April 15, 2005 paycheck will include the new deduction. CT_CORE_BN_LIFE_AUDIT table should be available shortly after April 1, 2005. See Comptroller’s Memorandum 2005-8. Benefits Update Group Life Insurance Increases

Agenda – Welcome 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 Benefits Team EPM Update Mary Yabrosky Anne North and Sue Martin Key Messages HRMS Team Questions & Discussion

Fixes New Window Hyperlink Download to Excel Multiple Times EPM Update EPM SP2 Impacts

EPM Update EPM SP2 Impacts Continued Overall New Features – New Window Hyperlink Fix

EPM Update EPM SP2 Impacts, Continued Download to Excel Multiple Times

Enhancements Advanced Query Search Run to HTML Hyperlink Run to Excel Hyperlink Create Folders Add to Favorites Copy Query to Another User Reorder Criteria EPM Update EPM SP2 Impacts, Continued

EPM Update EPM SP2 Impacts, Continued Advanced Query Search / Run to HTML Hyperlink / Run to Excel Hyperlink

EPM Update EPM SP2 Impacts, Continued Advanced Query Search

State of Connecticut Core-CT Project HRMS Users Group Meeting March 28 & 29, 2005