om/pa updates · •om/pa updates • system processing • january new hire effective date...
TRANSCRIPT
• OM/PA Updates
• System Processing
• January New Hire Effective Date Reminder
• Dual Employment CP-30 Form
• Employee Middle Name Search
• Reallocation Moratorium
• IT0552
• IT0041
• HR Contact List Conference Call Email
• Payroll Updates
• W2 information
• Time Updates
• January 1, 2018 – Vacation to Sick Rollover
• FMLA Workbench - update
• Benefits Updates
• Dual Enrollment
• Dependent Eligibility Audit Update
• Open Enrollment – NC Flex Reminders
• Qualifying Life Event (QLE – Newly Eligible
• Leave of Absence and Termination Letters Revised
• Benefits Timing Issues
• Court Order Process Reminders
• Communication to Benefitfocus
• A 4/30/2018 hard stop for processing actions was put into place due to the Class/Comp Project.
• The placement of the hard stop was put into production on Friday, 1/12/2018.
• This stop does not apply to supplemental employees.
• There will be more information to come in the February conference call concerning employee’s over 65 retiring after 5/1/2018.
• Per policy (State Human Resources Manual – Section 5 Page 71): “If a holiday falls at the first of a month and the employee begins work on the first available workday, pay is received for the holiday…”
• New Hires with a first day of work on 1/2/2018 should be hired effective 1/1/2018 to ensure they receive pay for the New Year’s holiday on 1/1/2018. (Bi-weekly new hires would be hired effective 12/30/2017).
• For transfers and Non-Beacon to Beacons, remember to work with the releasing agency to determine who will be paying for the holiday.
• There has been some discussion lately about the proper way to fill out the CP-30 Dual Employment form. (The form used for employees working Dual Employment with agencies outside of the OSC HR-Payroll System, usually the Universities.
• The form originates from the Universities and they have confirmed/verified how the information should be completed on the form.
A. This is the amount that will be keyed by OSC Payroll on IT0015 (Additional Payments) and should not include tax, social security, etc.
B. This amount should be the same as the amount on line A.
C. This is the amount paid to the employee plus social security, etc. This is the amount paid to the parent agency from the University (The amount on the check or Direct Deposit).
A. Some employees receive their payments in installments. BSS cannot pay for future dates. The dates the employee is actually being paid for should be recorded here.
B. Some of the CP-30 forms still have a space for Social Security numbers. This should not be completed. If you receive the form with the number, please black it out before sending to BSS.
• You may have noticed that when searching for an employee by name in PA20 the middle name no longer appears.
• Our Functional and Training Teams have created a new BPP that illustrates how to do an employee search that includes middle names. The BPP also shows the various other ways that you can use the personnel number field to search for employees.
• The BPP is called “How to Search for an Employee Using PA20” and can be found at the below link:
• https://files.nc.gov/ncosc/documents/files/HowToSearchForAnEmployeeUsingPA20.pdf?I0kLfJm_O0UK9grYwnp_MBGz2RS3L_5V
• Effective 2/1/2018 there is a moratorium on Reallocations.
• A memo was sent from OSHR to all HR Directors on December 19, 2017.
• We are working on clarifying all of the “rules” that will surround OM PCRs. As soon as we are able to finalize the processes, I will send an email to the OM/PA HR contact list with this information.
• When Agency can create IT0552 to add aggregate state service: • Employee is a New Hire or
Non-Beacon to Beacon.
• Employee is a Temp to Perm with no prior Perm work in the OSC HR-Payroll System.
• When OSC has to add aggregate state service with an IT2012 (Time Transfer Specifications): • Employee is a conversion
employee• Employee has been separated
and reinstated or gone Temp to Perm or Perm to Temp multiple times.
• To correct service for employees on who have been on suspension.
• To correct service for employees out on Military Leave.
• If you come across a scenario not listed on the previous slide, please put in a ticket with your BSS OM/PA representative and they will be happy to review the employee and advise.
• Remember that, other than for the correction of a suspended employee, BSS requires a completed aggregate service form to add or correct service for an employee.
• Aggregate Service Form:• https://files.nc.gov/ncosc/documents/files/length_of_service
_form2014.pdf
• The BPP for creating IT0552 (Create Time Specification)• https://files.nc.gov/ncosc/documents/files/PA30CreateTimeS
pecificationEmployPeriod_0.pdf
• When processing actions, pay close attention to the dates that are populated when you come to IT0041-Date Specifications.
• If you are processing any action other than a separation, there should not be a last day worked (Subtype 03).
• All employee records (other than temporary employees) must have an Original Hire Date (Subtype 01) and an Agency Hire Date (Subtype 02).
• The Original Hire Date (Subtype 01) is the first hire date that an employee ever worked for State government in a Permanent, Probationary, Time-Limited or Trainee appointment position.
• The Original Hire Date should never change, however an Agency Hire date may change.
• Best practice is to run the BP002 Employee History Report in BOBJ to confirm the Original Hire Date.
• These dates can impact benefits eligibility and enrollment access to the eEnroll system.
From 2/2017 Conference Call
• Example: EE is first hired in a Perm position with state government on 6/23/2000, but transfers to another Agency 7/28/14:
• In this example the Original Hire date should NOT be changed to 7/28/14, but should remain as 6/23/2000.
From 2/2017 Conference Call
• We realize that it can be a struggle sometimes to get important information out to all necessary employees.
• We would like to make it a little easier by sending out a follow up email to the OM/PA HR contact list soon after each monthly call.
• We’ll highlight any urgent OM/PA topics and include any useful links.
• We hope this email can be forwarded easily to folks in the “field.”
• Please get in touch with me if you have any furthersuggestions on how we can help you share importantHR information.
• On Line W2s are available now – Instructions are on the MY DATA/My Pay• Instructions are available by clicking READ FIRST W2/W-
2c help
• Employees who are separated will not have access to the On-Line W2 and will receive a paper W2
• Employees who separate and are re-hired will need to sign up for an on-line W2 again after they are re-hired
• Paper W2s will be postmarked Prior to January 31, 2018. • Forms are going to the Mail Service Center this week
• Re-Prints of Paper W2s will be available 02/02/2018
• Form 1095 will be printed in mid February and mailed by March 2, 2018. • You do not need the Form 1095 to complete your tax
filing
• Reminder….if an EE had over 240 hours of Vacation Leave (Q10) as of 1/1/2018, the amount over 240 rolled to Sick Leave (Q15) on 1/1/2018.
• Note: The rollover threshold is adjusted for part-time EEs based on the percentage on IT0007 as of 1/1/2018.
• Whenever time evaluation processes over the 1/1/2018 date, the rollover amount will be recalculated and adjusted accordingly.
• If an EE is on one of the following LOA-WC action / reasons, the rollover will not occur, and should NOT be manually processed:
• 13 – WC LOA w/supplement
• 14 – WC Leave of Absence
• 15 – WC Salary Continuation Pay
• 17 – WC Continuation Pay for Teachers Only
• An issue was discovered with the FMLA Workbench that has been corrected.
• When creating the workbench for EEs, a red X was populating the Eligibility field as shown below:
• The issue was corrected 1/11/2018 and should no longer generate the incorrect eligibility error.
• Please advise if any further issues arise.
• If an employee is dually enrolled (enrolled under another State Agency within eEnroll) the employee will see the following message:
• This may happen with a non-BEACON to BEACON Transfer
• Put in a ticket with BEST and we will have the error corrected.
• Benefit Specialist Kristie Dunn continues to approve Dependent Verifications uploaded into Benefitfocus.
• Central HBRs are receiving e-mails from Kristie for employees who need additional information to be submitted.
• Common issue is verification documentation for a spouse:• Marriage License if married within the last 12 months• If married longer than 12 months one of the following will be
required with the Marriage License:• Mortgage Statement listing both names• Utility Bill listing both names• Bank Statement listing both names• Exception – EE can submit just their 2016 Tax Return (front page)
without the Marriage Certificate
Uploading Documentation Errors:
• If the employee has uploaded their documentation but then can’t see what they uploaded, they need to “Associate an Existing Document”
• EyeMed Vision – New ID cards were mailed to participating employees on 12/15/2017.
• MetLife Dental – No ID cards are being mailed – Employees can print ID card from the website: www.mybenefits.metlife.com
• Flexible Spending Accounts – 2018 Annual contribution is loaded on existing cards. New Convenience Cards are only sent to new participants.
• Employees have until March 15, 2018 to spend their 2017 HCFSA money.
• Rule Change – Transfer employees with an Agency Specific Dental Plan can enroll in NC Flex Dental at the new Agency.
• Employees should review their January deductions to ensure their enrollments are correct.
• Will only be available to BEST Shared Services
• Agency HBR/EE will need to submit a Ticket to BEST
• BEST will confirm the change in hours and create an adjusted service date that opens the platform.
• The employee can then go into eEnroll to complete their enrollment and the Tobacco Attestation.
• Examples of when the Newly Eligible QLE should be used:• Employee goes from Part-Time to Full-Time (20 hours
per week to 40 hours per week).• Change in hours (25 hours per week to 32 hrs per week).
• Benefits LOA and Termination Letters have been updated to include NC Flex vendor changes for 2018.
• Revised letters were emailed to HBRs on 12/29/2017.
• Please begin using the revised letters immediately.
• Transactions ZBNS008 and ZBNS013 will be updated in the HR/Payroll System, we will let you know once complete.
• Employee LOAs
• Agency HR staff processes the LOA action in the HR/Payroll system & provides employee with the ‘Continuing Benefits while on LOA’ notice letter.
• BEST runs LOA & DNTK reports during payroll corrections to identify EEs on LWOP status whose plans need to be termed.
• BEST & Benefitfocus terms benefits plans & plan terminations transfer back to HR/Payroll system (BEACON).
• BEST & Benefitfocus will notify Insurance vendors of termed plans to identify EEs who may begin sending payments to the vendors.
• Termination Effective Dates:• SHP:
• Leave is exhausted on the 1st - 15th of the month – Plans are termed at the end of that month if payment is not submitted timely.
• Leave is exhausted on or after the 16th of the month – Plans are termed at the end of the following month if payment is not submitted timely.
• NC Flex:• Plans term at the end of the month that contains the last payroll deduction.• Exception: Employees exhausted all leave on the 1st – Plan terms the end of the prior
month. This is under the assumption that salary generated from leave exhaustion on the 1st will not provide enough funds for all deductions to be taken for that month.
• Employee Separations
• Agency HR staff processes the Separation action in the HR/Payroll system.
• Termination data is sent to Benefitfocus based on the separation action processed.
• Benefitfocus receives employee separation data, terms benefits plans & transfers plan terminations back to HR/Payroll system (BEACON).
• Benefitfocus will notify Insurance vendors of term to ensure appropriate COBRA/Continuation offers are generated.
• Agency HBR will mail employee Benefits Termination Notice.
• Termination Effective Dates:• SHP:
• Separation actions effective the 1st - 16th of the month – Plans are termed at the end of that month. (This equates to an employee’s last active day of employment is 1st - 15th.)
• Separations effective after the 16th of the month – Plans are termed at the end of the following month. (This equates to an employee’s last active day of employment is 16th – 31st.)
• Exceptions: Death & RIF separations – Plans are termed at the end of the month in which the death or RIF occurs.
• NC Flex:• Plans term at the end of the month that contains the last payroll deduction. (Agencies can submit
a ticket to BEST to have the FSAs covered until the end of the month.)• Exception: Employees separating effective the 2nd of the month (last active day of employment is
1st) – Plan terms the end of the prior month.
• The standard term rules are based on the timelyprocessing of personnel actions.
• Untimely actions can result in different health insurance term dates due to restrictive retro termination rules under ACA.
• SHP will not allow retro terminations further back than 30-days. • This may result in the Agency being charged the full
provider premium cost (employee + employer).
• Flex allows retro terminations, but BEST is required to provide OSHR notice if more than 90 days retro.
• Leave of Absence Actions are not being processed in a timely manner.
• Employees mail their checks to BEST after the 10th of the month.
• Employees are not given the Leave of Absence Letter when they are placed out of work.
• Employees should be given the Leave of Absence Letter:• When they first go out on LOA• Once they have exhausted all of their leave and are place in a
Leave Without Pay status or• Any change that happens to their LOA status
• Court Orders are processed here at BEST Shared Services.
• Dependent children are added to the employees coverage the first of the following month.
• BEST Shared Services will determine if the employee meets the criteria to have the dependent(s) added to their plan.
• BEST Shared Services will then change the dependent’s court order status under the dependent tab in eEnroll and complete the enrollment.
• Employees that receive a court order document indicating they are no longer required to cover the dependent, IS NOT a QLE. Only a valid QLE or OE would allow the dependent to be dropped.
• Benefitfocus has asked that HBRs be very mindful about giving out their direct information to employees. • Employees should ONLY be given the number to the
Eligibility and Enrollment Call Center to communicate with Benefitfocus (1-855-859-0966)
• The HBR number 1-800-422-5249 is for HBRs ONLY.
• Employees should NOT be included in e-mails when corresponding with Benefitfocus
• PNR#s are NOT considered PII (personal identifying information), but ARE considered ‘confidential data’.
• Per statute, confidential data should be safeguarded with encryption.
• Any emails sent outside the State network including PNRs should be encrypted. • Email addresses NOT ending in nc.gov are considered outside of
the State network.• Examples: @nctreasurer.com, @ncssm.edu
• Encrypted emails will contain [encrypt] in the Subject line with a space before & after the brackets.
• OSC will be introducing new language for the statute during this legislative session to remove PNRs from being considered ‘confidential data’.
This presentation & recording will be posted on the OSC website
https://www.osc.nc.gov
• Menu Path from OSC Home Page:
• State Agency Resources/Customer Service HR Payroll/Payroll Conference Calls, or
• Direct Conference Call Presentation Link:
https://osc.nc.gov/state-agency-resources/customer-service-hrpayroll/hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 2/20/18 at 10:00 a.m.
Payroll Operations
Ginny Kammer Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Raquel Luster Accounting/Vendor/Direct Deposit Reversals Lead [email protected]
Raquel Luster Settlements Lead [email protected]
Shelia Atkinson SHP Reconciliation Lead/ ORBIT contribution [email protected]
HR Systems Operations
Liz Brown HR Systems Ops Manager [email protected]
Darlene Yost Benefits OPS Lead [email protected]
Randy Keel Time OPS Lead [email protected]
Theresa Jeffries HR-OMPA Lead [email protected]
BEST Shared Services Call Center
David McAdams Call Center Manager [email protected]
Carla Brown Call Center Supervisor [email protected]
Vanessa Harris Call Center Supervisor [email protected]