State of Connecticut CoreCT

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State of ConnecticutCore-CT HRMS Users Group
Meeting April 8 9, 2008
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Agenda
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Old Business
BOSS/TAS Data Retention

• Survey Results of 44 responses from former TAS
  users
• All 44 use Attendance Reports
• 25 use TAS for audits
• 9 use TAS for Retroactive Adjustments
• 10 use TAS for Retirement Leave payouts
• 34 use TAS for Retirement Service calculations

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Old Business
BOSS/TAS Data Retention, continued

• Next Steps
• Agency notification is planned
• Working group meeting based on survey volunteers
  tentatively scheduled for 4/23/08
• Summary to be drafted to define retention scope
  and identify alternative methods of data
  retention

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Agenda
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Payroll Update
Earn Codes / Time Reporting Codes - Processing
Notes

• Earnings code configuration
• Set up for specific earn codes may be Either
  Hours or Amount OK
• Time Reporting Codes
• Set up is specific for each code or TRC
• For example
• XMCUA (TRC) Military call-up amount
• XMCUH (TRC) Military call-up hours
• Both are mapped to earnings code MCU - Either
  Hours or Amount OK
• Once an amount or hours is utilized in terms of
  the selection of TRC, it should not be changed
  after the fact. It will create a payroll error
  message and, unless corrected, will prevent
  payment to the employee.

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Payroll Update
Deceased Employees Wages

• DT - YEAR OF DEATH SALARY
• Pay all earnings owed (except sick) when the
  payment is made in the same year the employee
  died.
• It is NOT subject to Federal or State
  withholding tax.
• It IS subject to FICA, Medicare, and Retirement.

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Payroll Update
Deceased Employees Wages, Continued

• DT2 - YEAR OF DEATH SICK
• Used to pay lump sum Sick payment when payment is
  made in the same year the employee died.
• It is NOT subject to Federal or State
  withholding tax or retirement contributions.
• It IS subject to FICA and Medicare.

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Payroll Update
Deceased Employees Wages, Continued

• DT3 - YEAR AFTER DEATH SALARY
• Used to make a salary payment (except Sick) when
  payment is made in the year after the employee
  died.
• It is NOT subject to Federal or State withholding
  tax, FICA, or Medicare.
• It IS subject to retirement contributions.

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Payroll Update
Deceased Employees Wages, Continued

• DT4 - YEAR AFTER DEATH SICK
• Used to make a lump sum sick payment when the
  payment is made in the year after the employee
  died.
• It is NOT subject to Federal or State withholding
  tax, FICA, Medicare, or retirement contributions.

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Payroll Update
Deceased Employees Wages, Continued
Final Note All payments should be made before
any action is taken on job to terminate the
employee. This is a time sensitive matter
inasmuch as the job action is what triggers a
COBRA event.
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Payroll Update
Scheduling Notes

• Please take note
• Confirm for 12/5/08 check
• Will take place on Wednesday, November 26, 2008
• There will be no pay line adjustments on
  Wednesday, November 26th
• System lockout will be in force at 700 p.m. on
  Tuesday, November 25th
• System access will be available on Sunday,
  November 23rd

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Payroll Update
Scheduling Notes, Continued

• Please take note
• Confirm for 1/2/2009 check
• Will take place on Wednesday, December 24, 2008
• There will be no pay line adjustments on
  Wednesday, December 24th
• System lockout will be in force at 700 p.m. on
  Tuesday, December 23rd
• System access will be available on Sunday,
  December 21st

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Agenda
15
Human Resources Update
Fiscal Year End

• Fiscal Year End process updates the Budget year
  in the Combination Code from 2008 to 2009.
• OPM allows Agency Budget Officers to update
  selected funding values for positions through the
  Automated Budget System.
• Only Positions in Approved Status will receive
  the new FYE row in Position Data dated 6/6/2008.

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Human Resources Update
Fiscal Year End Tasks Important Reminders

• Cleanup of Recycled and Denied positions should
  be completed prior to June 4, 2008.
• Update the row and send back through the approval
  process if approval is required.
• Request Central Core-CT remove the row if the
  update is no longer required.
• Inactivate the position, if appropriate.
• Agencies can also review Position Approval
  History Report for day to day review.

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Human Resources Update
Fiscal Year End Tasks Important Reminders,
Continued

• Agency Position Specialists are encouraged to
  limit the number of position updates performed
  from mid-May through June 4, 2008.
• Any positions in proposed status will not be
  updated for Fiscal Year End.
• Positions that are in the approval process during
  the Fiscal Year transition will require review
  for the correct budgeting upon approval.
• - Positions may need to be resubmitted for
  approval again after the Fiscal Year transition.

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Human Resources Update
Fiscal Year End Tasks Important Reminders,
Continued

• Agency Position Specialists should identify
  positions needing a change in FUND, SID or
  Distribution Percentage of FUND or SID effective
  6/6/2008 and should submit those changes for
  approval in April or early May.

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Human Resources Update
Fiscal Year End High Level Sequence of Events

• Position file will be transferred to OPM on June
  4, 2008.
• OPM will review and forward to Agencies
  Financial and HR units on June 6.
• Once file is returned to OPM, OPM will return
  file to Core-CT on June 13, 2008 with the new
  budgeting information for all positions.
• Agency Position Specialists will have view only
  access in Position
• Data from June 16th to close of business June
  20th.
• The new budgeting information will be loaded into
  Core-CT the week of June 16th and a new row
  dated June 6, 2008 will be inserted into the
  Position.

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Human Resources Update
Fiscal Year End High Level Sequence of Events,
Continued

• Project Agencies (DOT, DEP, ITD, DPW, DPH, CSC)
  will have new project combination codes available
  June 6, 2008, effective June 6th.
• Non Project Agencies will not have new
  combination codes available until June 17th,
  effective June 6, 2008.

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Human Resources Update
Fiscal Year End Assistance
The HRMS Fiscal Year End Job Aid is available
at http//www.core-ct.state.ct.us/user/hrjobaid
s/hr/default.htm
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Human Resources Update
Longevity

• Final Process ran on April 4, 2008.
• Longevity Date has been updated.
• Additional Pay values have been loaded.
• Review your Exceptions for updates.

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Human Resources Update
Longevity, Continued

• Reminder If an employee is NOT entitled to the
  longevity payment and the Additional Pay row is
  loaded
• The agency must add in a new row to Additional
  Pay to terminate the payment.
• If the agency cancels the payment through
  Central Payroll, the system will continue to
  issue the longevity payment until the Additional
  Pay row is terminated.

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Human Resources Update
Employee Class New Values

• Employee Class Employee Appointment Type
• Probationary Period
• New Codes for Initial Working Test Period
• IC - Probation Initial Period Class
• IU - Probation Initial Period Uncls
• Usage began on 3/14/2008
• Do not change existing values

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Human Resources Update
Employee Class New Values, Continued

• Probationary Period
• Existing Codes for other than initial Working
  Test Period
• PB - Probation Period Classified
• PU - Probation Period Unclassified
• Do not change existing values

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Human Resources Update
Performance Evaluations

• New and existing Service Rating (Reason Code)
  values
• Unsatisfactory Service Rating
• Fair Service Rating
• Excellent Service Rating
• Good/VeryGood/SuperiorServRat
• Satisfactory Service Rating
• Add a row in job data and use Action of Data
  Change
• Reportable in EPM

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Human Resources Update
Action Code

• Action Position Data
• Hard edit has been created to prevent usage in
  Job Data.
• Should only be used in Position Data.

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Human Resources Update
Position Data Detailed Position Description

• Completing Detailed Position Description
  field
• If you type your remarks first in Microsoft Word
  and then paste it into the field, occasionally
  apostrophes and dashes change to upside down
  question marks.
• Use your Microsoft Notepad first to type your
  remarks and then paste it into the section.

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Human Resources Update
Rehiring an Employee

• Rehiring an employee early
• If an employee was terminated (example
  9/15/2006)
• Is being hired by another agency and the entry is
  done early by DAS (example hired 4/11/2008 but
  entered on 4/07/2008)
• Both agencies will be able to view the record
  until the morning of 4/11/2008. Then only the
  new agency will be able to view the record.

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Human Resources Update
Transfers

• Remember to follow this format when submitting
  requests to DAS Central Audit Unit.
• Employee Name
• Employee Number
• Employee Record Number (even if only one exists)
• Effective Date
• Action (i.e., Transfer or Rehire)

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Human Resources Update
Transfers, Continued

• Reason (e.g., Promotion, Demotion, etc.)
• Position Number
• Empl Class (i.e., Probation Period Classified)
• E-mail Address of Losing Agency Contact
• Phone Number of Gaining Agency Contact

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Human Resources Update
Transfers to a Limited Scope Agency

• Limited Scope agencies do not use the Time and
  Labor module in Core-CT UCONN, UCHC, LEGMN,
  JUDCL
• If an employee is transferred to one of these
  agencies, make sure their leave balances are
  zeroed out in their last paycheck and terminate
  their Leave Plans so the balances do not appear
  on future paychecks.
• Gaining agency should do this if losing agency is
  not able to.

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Human Resources Update
Transfers to a Limited Scope Agency, Continued

• If gaining agency needs to zero the balances, it
  must be done in Additional Pay prior to the Leave
  Plans being terminated.
• Limited Scope Agencies will need to log a ticket
  with the Time and Labor Team to have Leave Plans
  terminated.

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Human Resources Update
New and Updated Job Aids

• Location and Time and Labor Group Template
• Action/Action Reason Code
• Employee Class
• Located at http//www.core-ct.state.ct.us/user/h
  rjobaids/hr/default.htm

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Agenda
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Time and Labor Update
Part Time Accruals

• Part time accruals awarded two ways
• Based on Hours Worked in the month
• Based on Schedule for the month
• Accrual Award for both ways will fluctuate!

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Time and Labor Update
Part Time Accruals, Continued

• To obtain the same accrual every month
• Same number of hours worked (scheduled) each day
  and hours must be Monday Friday
• Use no accrual plans and enter award on timesheet
  
• Review Handout

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Time and Labor Update
Vacation Sick Payout

• Vacation Payout
• It is recommended that payout be done on the
  Timesheet
• Use time reporting code VAP (as a negative)
• Vacation time is paid and hours are deducted
• Can be done in Additional Pay using earn code VPH
  (as a negative) - there is no validation

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Time and Labor Update
Vacation Sick Payout, Continued

• Sick Payout
• Payout must be done in Additional Pay
• Use earn code RSP (positive, enter hours)
• ¼ of Sick time is paid and all hours are deducted
• Can only process up to 240 days hours in excess
  of 240 days must be deducted on the Timesheet
  using SKAD

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Time and Labor Update
Zero Out Accrual Balances

• It is recommended that balances be zeroed out on
  the Timesheet using appropriate adjustment code
  (PLAD, SKAD, VAD, CAD, HCAD)
• Must be done in last paycheck
• Enter on last day of pay period
• Balances will NOT be updated if there is no
  paycheck

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Time and Labor Update
Rejected Time

• Time that did not pass from Time and Labor to
  Payroll
• Reported on CTTLR380 Time Not Loaded to payroll
• Department Payable Status Report (Rejected)

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Time and Labor Update
Rejected Time, Continued

• Reasons time is rejected
• Too many rows of attendance
• Job Data inactivated retroactively
• Employee changed Paygroups in the pay period that
  is being processed (mid-period)

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Time and Labor Update
Rejected Time, Continued

• Rejected (RP) rows must be closed on Adjust Paid
  Time
• Once closed, rows will not be visible on page
• Re-enter to maintain attendance (RP time not on
  attendance reports)
• If cause is not rectified, payment must be made
  in Additional Pay and entries made in Adjust Paid
  Time

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Agenda
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Benefits Update
Open Enrollment July 1, 2008

• Key Dates for 2008 Open Enrollment
• May 19, 2008 CTOE08 events will be in On-Demand
  Event Maintenance.
• June 6, 2008 Employees should return completed
  Enrollment Statements to their employing agency
  by close of business.
• June 12, 2008 Agencies must complete all data
  entry by close of business.

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Benefits Update
2008 Open Enrollment Processing

• General Information for 2008 Open Enrollment
• All BAS Activity/Open Events must be processed by
  May 15, 2008. Events that have not been
  processed will be closed, not processed,
  centrally.
• Agencies should monitor the Open Event Query to
  assist in ensuring that these events are
  processed after the CTOE08 is populated in
  On-Demand Event Maintenance.
• Agencies must use Core-CT generated Enrollment
  Statements for any changes.

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Benefits Update
2008 Open Enrollment Processing, Continued

• The Healthcare Options Planner will be mailed to
  employees at the HOME address listed in Core-CT
  Personal Information Pages.
• Employees coverage will default to their current
  plans if no change has been requested.
• The 9/1/2008 GAOE08 open enrollment event will
  exist on each employees record. This event is
  only for UCONN and UCHC Graduate Assistants.
• Confirmation Statements should be issued to all
  employees who make changes.

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Benefits Update
2008 Open Enrollment Processing, Continued

• In the Update Dependent/Beneficiary screen,
  agencies must use the date that they are
  processing the CTOE08 event as the dependents
  effective date. (Note Do not use 7/1/08 as the
  dependents effective date because the new
  dependent enrollment information will not be
  transmitted in the weekly change file to the
  carriers).
• Agencies who have employees who terminate or
  retire with an effective date of 7/1/08 must
  contact Sue Cavanaugh in Central HR at (860)
  622-2451. This will ensure that coverage remains
  active through 8/1/08.

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Benefits Update
2008 Open Enrollment Processing, Continued

• The CTOE08 event should not be out of sequence in
  the Event Status Update screen in On-Demand
  Maintenance
• If manual or job data events affecting health
  benefits are entered with an event date prior to
  7/1/08, agencies must reprocess the OE event by
  setting the Process Indicator back to Assign
  program. This will ensure that the carriers
  receive accurate enrollment information when the
  open enrollment event is processed centrally.

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Benefits Update
2008 Open Enrollment Processing, Continued

• For any employee who terminates prior to 7/1/08,
  agencies must reprocess the OE event by setting
  the Process Indicator back to Assign Program.
• The resulting Process Status of the OE event will
  be Prep None or Pgm None since the employee
  is no longer eligible for coverage.

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Benefits Update
Carrier Information

• Effective January 1, 2008, Pharmacare, our
  pharmacy benefit provider, changed its name to
  Caremark.
• New hires, rehires and employees making changes
  will get ID cards from Caremark reflecting this
  change.
• There is no impact on benefits as a result of
  this change.

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Benefits Update
VDSA Medicare Voluntary Data Sharing Agreement

• All employers are required by Medicare to provide
  health insurance enrollment data which is used to
  coordinate benefits between Medicare and employer
  plans.
• Federal law requires that an employee health plan
  is the primary payer for most health claims for
  Medicare-enrolled employees and/or dependents.
• When Medicare determines that an employer plan is
  the primary plan, it will send a Medicare
  Secondary Payer (MSP) request to the employing
  agency, OSC, or the carrier.

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Benefits Update
VDSA Medicare Voluntary Data Sharing
Agreement, Continued

• Medicare sends the State approximately 2,000
  individual requests every year to which we cannot
  respond.
• Medicare will demand payment within 30 days.
• If payment is not received within 30 days, the
  following will occur
• The request is sent to the U.S. Treasury for
  collection, who turns it over to a private
  collection agency.
• If the payment is not paid or settled in a timely
  manner, the U.S. Treasury will attach any
  payments owed to the State of CT, not just the
  employing agency.

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Benefits Update
VDSA Medicare Voluntary Data Sharing
Agreement, Continued

• OSC, in conjunction with Core-CT, is designing a
  process to exchange healthcare enrollment data on
  a regular basis.
• This will satisfy the Medicare secondary payment
  data-sharing requirements.
• Allow Medicare to pay claims properly.
• Remove the burden from the State to research and
  reconcile old claim payments.

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Benefits Update
VDSA Medicare Voluntary Data Sharing
Agreement, Continued

• OSC must gather SSNs and birth dates for
  approximately 5,000 dependents to prepare for
  this process.
• OSC will send a letter to affected employees
  requesting that the missing information be
  provided to the employing agency.
• Each agency will receive a list of employees who
  were sent a letter and the enrollment data that
  was requested.
• Agencies are responsible for entering the data in
  Core-CT.

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Benefits Update
Benefits Contact Information

• For questions regarding benefits, contact the
  Central Benefits Unit.
• Phone [phone]
• E-mail osc.benefitcorrections_at_po.state.ct.us
• For questions regarding VDSA, contact Bill
  Morico.
• Phone [phone]
• E-mail william.morico_at_po.state.ct.us

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Agenda
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Wrap Up
Thank you for your participation today. We look
forward to continuing our work together to make
Core-CT a success!

• Look for this presentation on the Core - CT
  website (http//www.core-ct.state.ct.us/)
• Next meeting Tuesday, September 9, 2008,
  130pm - 400pm and Wednesday, September 10,
  2008, 900am - 1200pm
• Room 1002A and 1002B
• 101 E. River Drive

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Agenda
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Questions/Discussion
QUESTIONS? COMMENTS? FEEDBACK?