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TRANSCRIPT
7/17/18 1
The following conference call is presented in audio and video and is being recorded.
If you have questions regarding any part of the content,
please contact:
Liz Brown
27/17/18
• OM/PA Updates
• 2018 Legislative Increase
• IT 9822 Related Experience
• Payroll Updates
• Early Initialization day for July Monthly Payroll
• Payroll Calendar
• Payroll deletion request
• Bank account change letter
• Time Updates
• Special Bonus FY19 Leave
• Compensated Absences Report
• Benefits Updates
• eEnroll Changed to eBenefits
• eBenefits Enrollment Status Categories
• eBenefits Central HBR Training Reminder
• New State Health Plan Website
• Qualifying Life and Dependent Documentation
• Exception Requests/Approvals
• State Health Plan Open Enrollment Webinars
• Training Updates
• Learning Labs
• Reinforcement – Knowledge Transfer
7/17/18 3
• (Refer to 7/9/18 Memo)
• The salaries in effect as of 6/30/18 for eligible employees have been increased by 2% or to $31,200 whichever is greater for most state employees per Session Law 2018-5 (2018 Appropriations Act).
• The increase does not apply to employees separated from state service prior to 7/1/18 or to employees hired effective 7/1/18 or later.
• Employees are eligible for the increase without consideration of performance ratings or disciplinary actions.
7/17/18
• The LI reports are available via BOBJ, Report B0061: Legislative Increase Detail and B0063 LI Position Summary.
• Instructions for the report are available at the following link: https://www.osc.nc.gov/state-agency-resources/training/training_help_documents?field_job_aids_type_tid=437&combine=&=Apply
• The reports can be found on the Business Objects tab in ESS, in the Legislative Increase folder tab:
7/17/18
• B0063: LI Position Summary – This summary report contains two views, detailed below. • LI Position Summary Report provides a summary of budget
information for all positions (vacant and filled) for the organizational unit(s) selected.
• LI Vacant Position Summary Report lists only the vacant positions for the organizational unit(s) selected.
• B0061 Legislative Increase Detail – This detail report displays Legislative Increase (LI) information for the organizational unit(s) and LI effective year selected. The report lists the prior budget and employee salaries, the amount of the employee and budgeted salary increases, the current employee and position salaries, and the job minimum and maximum pay.
7/17/18
• The budgeted salary of the position and salary of the employee are shown separately.
• Employees on Leave of Absence (LOA)/Leave without Pay (LWOP) are shown even though these employees will receive Legislative Increases only if and when they are reinstated.
• The LI report has two versions, Original and Updated. • The original version is the official Legislative Increase report. • The Updated version may be used by the agency in assisting
with tracking the necessary updates that are made as a result of the validation process.
• It is the responsibility of agency personnel to review and validate the report.
7/17/18
• The Integrated HR/Payroll System is now open to process all actions with an effective date of 7/1/18 or later.
• July actions involving a salary exception will not need to be re-submitted to OSHR for approval prior to initiating a new PCR.
• Agencies may increase salary exception approval amounts by 2% or to $31,200 without OSHR approval. The final salary must not exceed the maximum of the salary range. Comments must indicate the original approval amount and the revised amount explaining that the revision is based on the 2018 Legislative Increase.
• Corrections to the 7/1/18 Salary Adjustment – Legislative Increase should be made via a new PA PCR with a corrected salary.
7/17/18
• All eligible employees should have a 7/1/18 Salary Adjustment – LI action on record.
• If, for example, an employee is promoted and receives a 10% annual salary increase effective 7/1/18:• There will already be a 7/1/18 Salary Adjustment-LI• The agency must also create a PA PCR for the 2nd action – 7/1/18
Promotion-Promotion.
Remember: You will have two actions (IT0000) with the same effective date, however only one IT0008-Basic pay record effective 7/1/2018 with the final salary.
7/17/18
• Post 2018 LI operational procedures for personnel actions: • Please keep in mind the procedures for processing actions dated
6/1/18 or prior, are still in place, due to the Class and Comp Project.• Actions dated 7/1/18 or later may be processed by the agency as
usual. • All New Hires may be processed by the agency as usual.• Actions dated between 6/1/18 and 6/30/18 will require a ticket to
BEST Shared Services (BSS) if an employee has a 7/1/18 LI. • If the action is salary impacting (touches Basic Pay/IT0008), or makes it so
the employee is no longer eligible for the LI, BSS will delete the LI and the agency will be responsible for working all necessary actions including replacing the LI if applicable.
• If the action is not salary impacting (does not touch Basic Pay/IT0008), and the employee is still eligible for the LI, BSS will insert the action, or process the replacement action for the agency.
• Your situation may not fit the listed scenarios. • Contact your BSS representative for any questions about processing
actions.
7/17/18
• Employees on LOA with Pay did receive the 07/01/18 LI via the mass load as long as they had leave recorded on 07/02/18 at the time the program was processed.
• The mass load also placed those employees back on the appropriate LOA action effective 07/01/18.
• If leave was not recorded, but should have been, the agency must create and process two PA PCRs to grant the LI:• 1st action – 7/1/18 Salary Adjustment-LI• 2nd action – 7/1/18 LOA (This action is needed to place the
employee back on LOA). If this is not done, the employee will most likely be overpaid.
7/17/18
• Employees on LOA not exhausting leave through 7/1/2018 are NOT eligible for the Legislative Increase until reinstatement.
Example: Employee was placed on LOA/FMLA (LWOP) effective 6/1/18, and then returned to work on 7/5/2018.
• The agency initiator must create and process the following PCRs when the employee returns to work:• 1st Action – 7/5/18 Reinstatement/Return from FMLA • 2nd Action – 7/5/18 Salary Adjustment/LI
7/17/18
• There is a great Job Aid sent out for handling employees on LOA. I will also attach this memo to the follow up Conference Call email that I send every month.
• Review this Job Aid for the rules surrounding processing the LI for employees on LOA.
• If you have any questions about this or any other out of ordinary scenario, please do not hesitate to contact your BSS representative.
7/17/18
• Effective 08/03/18, new PA infotype 9822/Related Experience will be added to the Integrated HR/Payroll System.
• This new infotype allows the ability to track related work experience and related education.
• This infotype is not to be saved for supplemental employees, though it will come up during hiring/transfer actions.
• This infotype will need to be delimited upon separation.
• There will be a Job Aid published when this goes live, and we will discuss the infotype further in next month’s conference call.
147/17/18
• (1) Position: This field will default in based on the employee’s current Position.
• (2) Job: This field will default in based on the employee’s current Job.
• (3) Related Work Experience Months: This is a numerical field that will be input by the Agency representative. This field represents the number of months of related work experience that the employee had in qualifying for the position.
• (4) Calculated Months: This is a numerical field that updates automatically each month the employee is in the existing position/classification.
• (5) Related Education Months: This is a numerical field that will be input by the Agency representative. This field represents the number of months of related education that the employee had in qualifying for the position.
157/17/18
• Early Initialization day for July Monthly Payroll: • July 19, 2018• Only 1 run in the morning of July 19 and July 20• Regular correction runs start July 23 through July 25• Finalization is July 26
The extra day will allow time to review the Legislative increase.
Note: Employees that retro to a date prior to the wall date (5/1/2018) will not have results on July 19.
There was also a movement of IT employees from DOT to DIT – the extra day will allow time for review of that population (about 400 employees).
167/17/18
• Payroll Calendar• www.osc.nc.gov
• State Agency Resources
• Customer Service- HR/Payroll
• Support Material
• Payroll Calendars
• https://www.osc.nc.gov/state-agency-resources/customer-service-hrpayroll/best-support-materials
• Calendars available 2008 - 2018
177/17/18
187/17/18
Payroll Calendar links:
2018
• BEACON Payroll Calendar January - December 2018 Multi-Page (1 month per page)
• BEACON Payroll Calendar January - December 2018 (For optimal viewing, print on 11x17 paper (Excel format with three tabs for each quarter)
• Pay Periods - 2018
197/17/18
• Payroll Lockout Reminders• Agencies must have all actions completed by noon on
the last day of corrections.
• Payroll will remain locked until we EXIT payroll on Finalization Day.
• Exceptions: Heat tickets must be submitted for the exceptions: Subject should read PAYROLL URGENT• Deceased Employees – ticket to payroll Accounting team
• Employees on Short Term disability – Ticket to payroll claims team
• Late Separations – Ticket to BEST Time Team to enter 9400 to prevent overpayments
207/17/18
217/17/18
• Requests to stop a paycheck after the payroll has finalized:• Deletion - can be done the day of finalization- This
process stops the pay from being deposited into the employee account.
• Reversal – can be done up to 7 days after pay date. However, if there are not sufficient funds in the employee account at the time of the request, the request for reversal is denied. Replacement of the payment will not be done for 5 business days after the request is processed.
227/17/18
• Requests to stop a paycheck after the payroll has finalized
• Prior to requesting a deletion or reversal, review the annual leave balance to see if there are enough hours to cover the overpayment.
• Example – EE resigned June 25 - and HR received notice after the finalization on June 26. EE was overpaid 4 working days.
• The Annual leave balance was 40 hours and bonus leave was 40 hours.
There is enough leave to cover the 4-day over payment. Process the separation action and the payouts, and the system will adjust for the overpayment. The employee will receive the correct payment in the next payroll check.
237/17/18
• Access for Employees to change their own bank account information will be re-instated when the bank change letter/email is in the system.
• A letter and an email will go to the employee the following day. • If the mailing address changed within 14 days, a letter is sent
to both the prior and changed address.
• The letter and the email will notify the employee that a change has been made to their banking information, and they should call the BEST Call Center if they did not make the change.
• This notification will go to the Mailing address (IT0006 Type 5) and the Email address (IT0105) in the Integrated HR/Payroll system.
247/17/18
• Agency Data Maintainer still will be responsible for entering the main bank information for new hires.
• Agency Data Maintainer still will need to update banking information for employees who do not have ESS access.
• Please be diligent about verifying that the bank change is coming from the employee.
• Notification is NOT sent to the employee for changes made directly in the system (not in ESS).
257/17/18
• Additional features will be added in the future:
• Pop-Up to verify mailing address
• Another reason to keep contact information current in the Integrated HR/Payroll System
267/17/18
• SB99 granted 40 hours of leave to all full-time permanent state employees as of 7/1/2018.
• A new quota will be created: Quota 57 - Special Bonus FY19.
• There will be a new A/A code (9719) configured to exhaust this new bonus leave.
• Recording 9719 will generate a new wage type – WT1364.
• The new bonus leave is not payable upon separation / retirement. The hours in Quota 57 will carry over each year, but will be lost if EE separates or retires without consuming it.
• This will be a stand-alone quota and therefore not included in the Approved Leave hierarchy.
7/17/18
• The Integrated HR/Payroll System will be updated on 7/26/2018. Time evaluation will be processed back to 7/1/2018 to grant 40 hours of Quota 57 (or pro-rated amount based WSR on IT0007).
• Only BEST / TIME OPS has access to maintain IT2013/Q57 for those EEs who separate with a balance.
• Employees are allowed to request retroactive changes back to July 1, 2018, if they want to use A/A 9719 to replace another absence code previously recorded, including 9400.
7/17/18
• If the EE separated prior to 7/27/2018, the agency will be responsible for changing any leave recorded to A/A 9719, since the A/A code will not be available in the system until 7/27/2018.
• Retroactive time entry changes to 7/1/2018 can be made by the agencies until 9/14/2018, per OSHR memo.
• Once that date has passed, BEST will begin removing Q57 balances for EEs who have separated.
• Best will continue to monitor going forward, and remove Q57 quotas as needed as the time wall date moves.
• It is NOT necessary to enter a ticket to have Q57 balances removed after separation.
7/17/18
• The Special Bonus FY19 Leave granted this year does have a new requirement related to vacation-to-sick rollover which will occur on 1/1/2019.
• Normally on January 1 of each year, any hours over the 240 limit in Quota 10 (Vacation) roll over to Quota 15 (Sick) for full-time employees. This limit is prorated for any part-time EEs working 20 hours or more.
• With this new quota, the amount of hours eligible for rollover will be reduced by the number of hours of 9719 recorded by the EE from 7/1/2018 – 12/31/2018.
• Further examples / instructions will be provided at a later date. OSHR provided some examples with the memos sent to agency HR Directors on July 10, 2018.
7/17/18
• The annual Compensated Absences Report is an integral part of the CAFR which OSC produces each year.
• To improve the accuracy of this report, all JUNE vacation and/or bonus leave balances must be up-to-date and accounted for through June 30, 2018.
• OSC is requesting that ALL June vacation and/or bonus leave be entered, released, and approved NO LATER THAN FRIDAY, JULY 20, 2018.
7/17/18
• The State Health Plan has changed the name of eEnroll to eBenefits.
• The Integrated HR/Payroll System has also made this name change.
• This change does not affect how employees log into the eBenefits System.
• Employees will continue to log in through ESS and click the “My Benefits” link, they will then click eBenefits (formerly eEnroll) and will be taken to the Benefitfocus portal to complete their enrollment and/or make changes.
327/17/18
• New employment status categories have been added into the eBenefits system.
• These categories drive eligibility and premium responsibility. • Are they eligible to enroll?
• Who pays the premiums? Employee? Employer? Both?
• How the premiums are paid? Payroll Deduction? Direct Bill?
• These categories were added to accommodate the HDHP enrollments for Temps & other enhancements.
337/17/18
Old Categories
• FT – Full Time
• PT – Part Time
• NE – Not Eligible
• RT – Rehired Retiree Temps
• RIF – Reduction in Force
New Categories
• Payroll Deduct: Full Time = FT
• Payroll Deduct: Part Time = PT (Employees working < 30 hrs)
• Payroll Deduct: Part Time ER ACA = PT (Employees working > 30 hrs)
• Direct Bill: Non Perm Full Time = Temps
• Direct Bill: Not Perm Full Time (Retiree) = RT-Rehired Retiree Temps
• Direct bill: Reduction in Force = RIF
• Not Eligible = NE
7/17/18 34
• These categories are automatically triggered by several items or combination of items:• Personnel action• EE Group / Subgroup• IT7 – Work Status Rule• PCR - ACA Status for Temps• IT1 - Contract Field for Temps• IT171 – Benefit Program Groupings• IT41 – Original Hire Date (01) or Benefits Eligibility Date (BF)
• Therefore, it is important to process actions accurately & timely and let the system auto-generate as appropriate.
• Minimal manual entry is required.• FT employees – categories auto generated by the action/EE
group/subgroup/IT7• Regular Temps – categories auto generated by the PCR – ACA status• Manual Entry Override required for Rehired Retiree Temp employees
only! (see slide #37)
357/17/18
• During the hiring process for a supplemental employee, the data maintainer needs to determine how many working hours the employee is expected to work each week.
367/17/18
Note:Red boxes above auto populate from the PCR to the Contract Field on IT1 & generate the IT171. Blue boxes above, represent Rehired Retiree codes & will need to be manually selected on the on IT1 for the Contract Field; This will generate the correct IT171 benefit program groupings.
• For Rehired Retirees coming back to a Supplemental position, the data maintainer will:
• Need to determine how many working hours the employee is expected to work each week, and indicate that on the PCR
• Override pre-populated selection on IT 0001 Contract Field and select one of the following options:
• R1 – ACARetEx30+HRS – Supplemental EE Exempt to the Limit working >30 hrs/week• R2 - ACARetSub30+HRS - Supplemental EE Subject to the Limit working >30 hrs/week• RE – Ret Ex from Lmt - Supplemental EE Exempt to the Limit working <30 hrs/week• RS - Ret Sub to Lmt Supplemental EE Subject to the Limit working <30 hrs/week• RO – Ret Non NC Gov – Supplemental EE Retired outside of State Government
• Selecting the appropriate option on the IT1-Contract Field will automatically update IT0171.
377/17/18
• Let the Integrated HR/Payroll System auto generate these infotypes as appropriate:• IT0041-Date Specifications:
• FT & PT Employees – Agencies should ensure the appropriate Subtype 01-Original Hire Date is entered.
• Temp Employees – The Integrated HR/Payroll System will auto generate a (BF) Subtype date. Do not delete this date.
• These dates are sent to eBenefits to help determine if & when an enrollment platform should be created.
• IT0001 & IT0171 - Exception: IT0001-Contract Field for Rehired Retiree Temps! Agencies must manually override the contract field with R1, R2, RE, RS or RO, which will auto update the IT0171.
387/17/18
• When: TODAY - July 17, 2018 from 3pm to 4 pm
• Who Should Attend: Central Agency HBRs with access to Benefitfocus
• Link: https://bluejeans.com/756595908?src=calendarLink
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• Benefitfocus is conducting a Webinar – Temporary Employees and the High Deductible Health Plan (HDHP).
7/17/18
• The State Health Plan has launched their new Website.
• The web address is the same: https://www.shpnc.org/
407/17/18
• The State Health Plan has now made it mandatory for employees to upload documentation into the eBenefits document center:• Qualifying Life Events• Dependent Verification
• Best Shared Services reviews all QLEs on a daily basis.• If documentation is uploaded and sufficient, the QLE is approved.• If documentation is missing, we email the employee and the HBR to
request the documentation be uploaded.• If documentation is not uploaded, we will deny the QLE and the
employee will need to go back into eBenefits and start the QLE over as well as upload the required documentation, if still within the allotted 30-days. Otherwise, an exception would be required.
• NOTE: This does not change the fact that enrollments are made and documentation uploaded within the allotted 30-days.
417/17/18
• HBRs must submit all Exception Requests to the State Health Plan
• Employees need to be told prior to the Exception being requested the amount of the monthly premiums and how much money it will cost to get the employee current.• SHP will not approve an exception until BEST can confirm the
funds have been received.
• SHP will not reverse an approval because the EE is unable to pay the premiums.• If premiums are not paid, this could result in a termination
due to ‘non payment’ and re-enrollment will not be available until the next Open Enrollment period.
427/17/18
• SHP is conducting HBR 2019 Open Enrollment training sessions in July & Aug:• July – On Site Trainings thru 7/30/18
• August – Webinar Trainings
• For details and to register:• https://www.shpnc.org/hbrs/training-and-development
Open Enrollment: Sept 29 – Oct 31, 2018!
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447/17/18
457/17/18
This presentation & recording will be posted on the OSC website
http://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://www.osc.nc.gov/state-agency-resources/customer-service-hrpayroll/2018-hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 8/21/18 at 10:00 a.m.
7/17/18 46
7/17/18 47
• Payroll• Will Agencies be notified when bank changes in ESS is reactivated? Yes, BEST will notify
Agencies.• Is the earlier date for payroll initialization for Monthly payroll only? Yes.
• Time• If an employee transfers to a Non BEACON Agency, will the Special Bonus Leave transfer?
Yes, if the Non BEACON Agency was awarded the Special Bonus Leave per the legislation. • If an employee separates 7/13/18, will they get the Special Bonus Leave after they
separate? Yes and the employee would have the opportunity to use it for any applicable leave exhausted prior to separation, but no further back than 7/1/18.
• Benefits• If a retiree from NC State is rehired as a Temp with a Seasonal ACA expectation but is
scheduled to work 40 hrs/wk, how should they be profiled in the system? The ACA status on the PCR should be set to ‘Seasonal’. The IT0001 Contract Field should be manually changed to either RE (exempt from limit) or RS (subject to limit). Even though the employee is working 40 hrs/wk, they are ‘Seasonal’ and will be measured after 12 months to determine eligibility at that time.
7/17/18 48
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]
Training
Cheryl Manning Training Lead [email protected]
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