HR/Payroll Conference Call Aug 20, 2013

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Agenda

• HR Updates

• Temp to Perm Transaction

• Reinstatement and Transfer Transaction

• Update Health Insurance for RIF employees

• Other Benefits Update

• Office of State Human Resources

• Investigatory Leave

• Payroll/Time Updates

HR Updates

Temp to Permanent Transactions

Effective immediately, agencies are no longer required to submit The

BEST Shared Services PA Employee Movement within System Form

when a Transfer – Temp to Perm or Perm to Temp action is to be

processed by the PA/OM team at BEST Shared Services.

Things BEST PA/OM will need from the agency to process the action

via a ticket:

• Approved PCR number

• Planned Working Time – Work schedule rule, Negative or Positive

time recording, Working Period (Sat (mdnt) – Fri, etc.) & Weekly

working hours.

• EE’s work location phone number (IT 0105 Communication)

***Once the action has been processed here at BEST, your BEST HR

Specialist will notify you by phone or e-mail that the action has been

processed and you will need to set your PCR to complete and review and

maintain the EE’s info types/records in the system.***

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HR Updates

Temp to Permanent Transactions

Please remember the following:

• Agencies are not to process Transfer – Temp to Perm or

Perm to Temp actions, BEST PA/OM are to process these

actions due to crossing of two pay areas (1-Monthly to 4- Bi-

weekly or 4- Bi-weekly to 1-Monthly).

• Start date with receiving agency is negotiated among employee,

current supervisor, and both HR offices (This should be

confirmed before submitting action to BEST for processing).

• All agency specific deductions should be stopped at the agency

level before BEST PA/OM processes the action (if applicable).

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HR Updates

Temp to Permanent Transactions

• Ensure that all time is entered, released and approved.

• Request to process these actions should be submitted to

BEST PA/OM in a timely manner (review monthly and bi-

weekly payroll correction schedules and deadlines).

• Please do not adjust IT0007 for the month of the transfer as

we configure it to pay the correct partial month pay unless you

have talked to someone from BEST.

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HR Updates

Reinstatement and Transfer Transactions

• These transactions will no longer be a two step process

• Create the usual PCR and process all infotypes in PA 40

• No longer needed to go to PA30 and re-execute the Action

due to not having security for previous org unit

• This pop up box will be eliminated

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HR Updates

Reinstatment and Transfer Transactions

• Enhancement is being tested and should be in Production

either August 22 or 29th.

• Documents being updated

– BPPs for both Actions

– Transfer checklist

– Class Training Materials

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RIF Health Insurance

• Current RIF employees (RIF’ed prior to 10/1/2013)

– Current RIF Employees will continue to pay BEST directly.

– Any new RIFs prior to 10/1/2013, BEST will assume the employee

wants the same health plan unless they notify BEST.

– BEST will contact the RIF employee to ensure they understand to

pay BEST.

• RIFed employees on or after 10/1/2013 will follow the new

process that was discussed last month.

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Benefits Updates

• Qualifying Events

– State Health Plan wanted to remind HBRs to get documentation to

validate the qualifying event. They are auditing agencies.

• RIF Employees over 65 years old.

– Most enroll in Medicare Part A and B.

http://www.shpnc.org/myMedicalBenefits/rif/faq-medical-rif.aspx#12

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Benefits Updates

• State Health Plan Age 65 letters to Employees

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Benefits Updates

• State Health Plan Age 65 letters to Employees

• Option 1

• Option 2 – HBR creates the DRPF (Drop Family). Employee

drops self or spouse from the plan.

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N.C. Office of

State Human

Resources Processing Investigatory Placements in BEACON

August 20, 2013

Investigatory Placement Policy is referenced in the Disciplinary Action

Section of the State HR Manual (Section 7, Pages 19-20)

This is not disciplinary action!!!!!

Justification for placing an EE on IP

Investigate allegation of performance or personal conduct that may be just cause for disciplinary action

Avoid workplace disruptions or protect safety of people/property

Investigatory Placement

Benefits

Employee continues to earn full benefits

while on IP,

Full pay including Shift Premium Pay

Earns Leave

Paid holidays

Retirement credit

Longevity credit

Health Insurance

Investigatory Placement

Reporting Issues

Problems collecting data for recent media inquiry.

Agencies not entering IP’s or only entering IP’s that resulted in disciplinary action

Data has not been entered in a timely manner – no priority since pay not impacted.

Inconsistencies among agencies in how data is entered

No monitoring of IP’s duration and not receiving OSHR approval for extended IP

IP personnel action does not match time records.

Investigatory Placement Action

Data Entry Requirements

All IP’s shall be entered regardless of the number of days on IP.

All IP’s shall be entered timely – during the same payroll period that IP begins.

IP’s shall be coded correctly as follows:

Z5-Investigatory w/Pay

01-Investigatory Placement Leave (up to 30 calendar days)

02-Extended (exceeds 30 calendar days with written approval by OSHR)

Investigatory Placement Action

Data Entry Requirements

All IP’s require an end date action using the following action/reason: Z2-Reinstatement/Reemployment

10-Return from Investigatory Placement Leave

Example 1: If an employee resigns while on IP, then a Reinstatement action must occur prior to the separation action.

Example 2: If an employee is dismissed as a result of the investigation, then a Reinstatement action must occur prior to the dismissal action.

Pre-disciplinary conference should be conducted during the period of IP.

Investigatory Placement

Monitoring

Agencies are responsible for timely resolution of investigations and ensure compliance with timeframes established by OSHR policy.

30 calendar day limit

Extension period beyond 30 days must be approved by OSHR

Investigatory Placement - Time

Records

IP shall not be coded as time worked (9500)

IP shall not be coded as Approved Leave (9000)

Previously used Other Management Approved Leave (9540)

Issues with OMAL – does not offset so it is pay enhancing. Agencies must manually correct pay to ensure employee does not receive additional pay for period of IP.

Investigatory Placement –

Time

Because of issues with OMAL (9540) we no longer want you to use that time code for IP. OSHR is requesting a new time code specifically for recording Investigatory Placements which will eliminate the need for manual corrections of pay. The new code will also better assist in providing actual cost figures for IP. Until the new code is available, employees should not enter anything for periods of IP.

Investigatory Placement

Questions

Policy questions should be directed to the

following OSHR Employee Relations staff:

Ken Litowsky 919-807-4860

Sharon Howard 919-807-4844

BEACON Personnel Action Entry or Time

Entry questions/issues should be directed

to BEST Shared Services at 919-707-0707

Payroll & Time Updates

• Reminder that August 30 is pay day for both monthly and

biweekly employees. Users will be locked out from making

changes while BEST finalizes both payrolls on Tuesday morning,

August 27. Users can still run reports and use inquiry

transactions during that time.

• SL2013-316 eliminated the NC tax exemption for the first $35K of

severance pay effective 1/1/2014. Any payroll with a pay date

1/1/2014 and beyond may only include severance pay entered

using WT1565.

• FY2013-2014 Special Leave webinar recording and job aids are

available through the Beacon website.

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