HR / Payroll Conference Call November 18, 2014

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Agenda

• Benefits Updates – Annual Enrollment Clean-Up

– ACA Reminders

– One Time Deferrals

• OM/PA Updates – Retro action Reminders

– IT0077 Additional Personal Data Change

– Miscellaneous processing reminders

• Payroll Updates – Exempt tax status

• Time Updates – Daylight Savings Time Ended

– Adverse Weather Expirations

– Bonus Leave form

Annual Enrollment Follow Up

• Annual Enrollment Clean Up Process by BEST – Wellness Credit Review & Verification – BEACON / BenefitFocus Comparison – New Hire reporting to verify enrollment & create Annual

Enrollment link – Qualifying Life Events reporting & Annual Enrollment link

creation – Phone Enrollments – List to be sent to Agencies to mail

Confirmation Statements – Dependents Added – List to be sent to Agencies to obtain

supporting documentation – Final Missing Wellness Credit report – Elections pending EOI

• Files sent to vendors beginning on 11/17/14

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Annual Enrollment Exceptions

• Annual Enrollment Verification period ended 11/6/14 – This was NOT an extension of the enrollment process – This was ONLY to verify the accuracy of enrollment changes

made during the annual enrollment period

• State Health Plan Annual Enrollment Exception Requests must now be submitted to: • hbr.inquiries@nctreasurer.com

• NC Flex – Tickets can be submitted to BEST through the end of Nov to verify if ESS activity can support an enrollment attempt

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ACA Process • Agencies indicate ACA Status on temp new hire PCRs • Employees are measured by BEACON to determine eligibility & eligibility

files will be sent to the Insurance Vendor, COBRA Guard. • Agencies to run BEACON report ZBNR052 monthly to identify eligible

employees. (OSHR will email the list the 1st few months.) • Agencies notify eligible employees of their eligibility by providing the

enrollment letter. • Employee enrolls (or not):

– Employee can log onto www.shphdhp.com to enroll in benefits – OR employee can call COBRA Guard directly for enrollment

assistance at 855-442-6272 • Employee pays vendor directly if enrolling. • Insurance Vendor, COBRA Guard will bill the Agency. • The Agency pays the Vendor the state sponsored portion of insurance

coverage. • The Insurance Vendor will send BEACON enrollment files. • BEACON will upload the files into SAP for Agency monitoring.

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Outside Temporary Staffing

• OSHR previously sent out a communication to all agencies regarding written contracts with your external temporary staffing firms.

• Those contracts were to be reviewed by your general counsel to ensure that they appropriately allocate the risk of various possible legal claims (e.g., worker’s compensation, unemployment insurance, employment discrimination claims, etc.)

• The party responsible for providing ACA health insurance is another area that the written contract should cover.

– The contract with the temporary staffing firm should address in writing which party is going to offer any eligible employees ACA health insurance.

• If you have employees hired through an outside temporary staffing firm, you should contact that firm to discuss who is responsible for offering health insurance to the employee.

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Outside Temporary Staffing

• If you and the staffing firm determines that the State agency is the responsible party, then you must offer health insurance to these temporary employees if eligible.

• The same ACA rules apply that are used to determine eligibility for temporary employees hired through Temp Solutions or directly by your Agency.

• The Agency will need to provide BEST the temp employee’s demographic information & provide the employee the enrollment offer letter.

• BEST will provide that information to COBRA Guard to set up the enrollment platform.

• The employee would enroll using the same procedures as Temp Solutions employees.

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ACA – Important Dates

• 11/1 – 11/14 – BEACON measures current Temp EEs to determine eligibility – 12 month look back for 11/1/13-10/31/14 employees – Ongoing monthly measurement calculations

• 11/17 – Eligibility report sent to Vendor & Agency • 11/17-11/19 – Agencies to notify employees

– OSHR emailed a template letter on 11/10/14 • 11/20 -12/19 - Employee enrollment period • 11/30/14 – Deadline for Agencies to notify OSHR that eligible

employees have been provided the enrollment offer letter • 1/1/15 – 12/31/15 – Plan Coverage Year

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ACA Monitoring

• Infotype 9701 – Shows the Initial Measurement Period

• Subtype IMP • Based on the hire date – Begins 1st of the month following the hire

date – Shows the Standard Measurement Period

• Subtype SMP • 11/1 – 10/31

• ZBNR052

– Final Measurement – Coverage Period – Period – to – Date

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10/16/20

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ZBNR052 – Final Measurement Report

Final Measurement –

• Used to see a list of employees who are newly eligible to enroll.

• Measurement calculation runs the 1st 14 days of each month.

• This report should be run by Agencies each month during this time to determine eligible employees.

10/16/20

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ZBNR052 – Coverage Report

Coverage –

• Used to see a list of employees with a stability/coverage period as of a key date.

10/16/20

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ZBNR052 – Period-to-Date Report

Period-to-Date –

• Used to view an estimate of average weekly hours for temp employees any time during a measurement period.

• Managers can use this to see if their temp employees have been working more or less than 30 hours per week.

Ongoing ACA Development

• BEACON will create an infotype where enrollment data can be viewed for employees that enroll – This can be used by Agencies to cross reference with any bills

received to verify enrollment.

• The billing process is still being developed.

• OSHR & BEACON will notify Agencies of the process once finalized.

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ACA Reporting Job Aids

• The Reporting Job Aids are located on the BEST Website under the Training tab, BEACON Training, Courseware & Job Aids, Job Aids & BPPs, Benefits folder, Job Aids link

• http://www.osc.nc.gov/training/osctd/help/Benefits/JobAids.html

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One-Time Deferral Processing Requests

• BEST needs adequate time to enter and process an employee’s 401k/457 one-time deferral.

• Deferrals should be processed on the same monthly payroll as when the leave payout is processed (or when the longevity is paid).

• It is recommended that one-time deferral forms are sent by the 1st of the month to ensure processing for that month’s payroll deadline.

• Specifically, BEST cannot guarantee any deferrals submitted during the payroll initialization period will be processed.

• If the deferral is for a longevity payment, please indicate that on the deferral form, otherwise, BEST will be looking for a separation action & IT416 leave payout.

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One Time Deferrals - Reminders continued

• Remind your employees: – Retirement, Medicare & Social Security will be taken out of the

leave payout

– Federal & State tax deductions will show on the pay stub for any portion of pay removed for taxable recurring payments & deductions that are not termed prior to the deferral (example, for any post tax insurance premiums).

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BEST Retro Processing Reminders

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“Fall Back” occurred on November 3rd at 2:00 a.m.

Maximum of 25 hours could be worked and/or on-call

SAP limit is 24 hours in one day

Payroll Admin can enter additional pay amount on IT2010/19TS

Transition Adjustment – posts to salary/wage accounts in GL

WT1714 On Call Daylight Savings – posts to callback account in GL

Maximum that can be entered is $10

Always include a text note

“Fall Back” occurred on November 3rd at 2:00

• Please remember that the blanket OSHR approval due to the LI

has now ended. ALL retroactive actions must be approved by OSHR in workflow.

• BEST works ALL actions over 60 days old. Please do not submit requests to lower the wall so that you can enter a retroactive action. A ticket needs to be submitted to BEST when your approved retroactive PCR is back in your workflow inbox and ready to process.

• Please contact your BEST HR representative if you need a copy of the processing agreement. Also, the May 21, 2013 conference call details the processing of retroactive actions: http://www.osc.nc.gov/training/osctd/help/Webinars_and_Conference_Calls/Conf_Calls_2013/Conf_Call_05-21-13.pdf

IT 0077 Additional Personal Data Changes

• SAP has added additional choices for the ‘Veteran’s Status’ field in IT0077 to be put in production on 12/7/14

• Current fields

• New Fields

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IT0077 – DOL Veteran’s Status Definitions

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Miscellaneous Processing Reminders

• Please do not email copies of Social Security Cards to BEST. All Social Security Card copies should be faxed on our secure line to 919-855-6861. This fax number does not produce physical copies on a machine.

• Just because a PA PCR is “set to complete” does not mean that the action is processed. Remember that all applicable infotypes must be saved.

• Remember early monthly payrolls in November and December. Last day for November corrections is Thursday 11/20 and last day for December corrections is Wednesday 12/17.

• Remind employees to update addresses in preparation for W-2 forms.

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Payroll – Exempt Tax Status

• Exempt Tax Status – Letters sent to Employees this week who are currently claiming

tax exempt status – Forms need to be keyed by the agency by February 2 2015 for

Biweekly or Feb 16 2015 for Monthly – JOB AID available:

• Beacon University / Courseware and Job Aids/ Job Aids and BPP/ Payroll/Job Aids/Processing Tax Exempt Withholding

– http://www.osc.nc.gov/training/osctd/help/Payroll/Job%20Aids/ProcessingTaxExemptWithholding.pdf

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Return to Eastern Standard Time

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“Fall Back” occurred on November 3rd at 2:00 a.m.

Maximum of 25 hours could be worked and/or on-call

SAP limit is 24 hours in one day

Payroll Admin can enter additional pay amount on IT2010/19TS

Transition Adjustment – posts to salary/wage accounts in GL

WT1714 On Call Daylight Savings – posts to callback account in GL

Maximum that can be entered is $10

Always include a text note

“Fall Back” occurred on November 3rd at 2:00

• “Fall Back” occurred on November 2, 2014, at 2:00 a.m. • SAP limit is 24 hours in one day • Maximum of 25 hours could be worked and/or on-call on 11/2/14 • If an EE needs to record additional time worked or on-call on

11/2/14 (up to one hour), a Payroll Admin can enter additional pay amount on IT2010 (with explanatory note) Subtype 19TS – Transition Adjustment

- For time worked - Posts to salary/wage accounts in GL

Subtype 1714 – On Call Daylight Savings - For on call time - Posts to callback account in GL

- Maximum that can be entered is $10

Adverse Weather Expirations • Looking ahead to 2015, there are thousands of AW liabilities that

will expire. Please be proactive and run B0210 to see which EEs have liabilities in the next 12 months

• January 2015 – 3,394 EEs totaling 33,595 hours • February 2015 – 5,657 EEs totaling 68,112 hours • March 2015 – 2,864 EEs totaling 17,232 hours • Link to Job Aid: • http://www.osc.nc.gov/training/osctd/help/Time%20Management/J

ob%20Aids/RecoveringAdverseWeatherOwed.pdf 23

Bonus Leave

• If an employee requests to use Bonus Leave in lieu of Vacation, a form must be completed and submitted to BEST.

• Link to form shown here: • http://www.osc.nc.gov/BEST/support/forms_tm.html

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