May SABHRS HR Users Forum

1
May SABHRS HR Users Forum

• Monday, May 18, 2009
• 100 200 pm
• Mitchell Building Room 136

2
Introductions
3
Benefits News

• Standard Life Insurance Changes
• Each pay period, you will receive a list of your
  employees w/ mid-year life changes due to salary
  increases
• Mass updating of everyone's life forms - time for
  all employees to revisit their beneficiaries
• Will agencies get a list of all employees who
  receive these updated forms? Will contact our
  benefits group to provide a list.
• Date Stamping on ALL Life Enrollment/Change forms
  now REQUIRED

4
Benefits News cont.

• Annual Change Documents available in Doc Direct
• Think of 1 or 2 people from your agency who
  should have access for viewing and reprinting
  Individual Benefits Statements and Confirmation
  Statements
• Any reason why any agency would still need/want
  printed copies?
• The 5-10 Premium discount will also be noted on
  these statements for those who participate in
  2009 Health Screenings

5
Payroll/HR News

• PeopleSoft bundles Tax09-B HR19
• Scheduled to migrate Wednesday night
• Lots of behind the scenes changes to the
  timesheet, but you shouldnt see any changes.
• No longer need workaround to stop a Savings Bond
  deduction now put a stop date like any other
  deduction.
• Like anything, let us know if something isnt
  working right.
• HB13 you will receive notice regarding the
  implementation.

6
Payroll/HR News cont.

• Time Reporting Code Descriptions
• Now NCP-2 description reads
• ActiveEE-NonExemptCompPayout
• If you see others that could benefit from a
  different description, please offer a suggestion
• Limited to 30 characters
• Dropdown on timesheet only shows 1st 29
  characters which include
• TRC
• Spaces
• Hyphen
• description

7

• MT_LEAVE_ACCEL_HRS query
• What do you use this query for?
• Quick search to see where someones LAH are.
• Would use more if it had a prompt for Empl ID.
• Service Awards.
• What fields do you need on this query?
• Dont need Position Number or Job Code
• Would like to have Longevity hours added
• Calculation of both LAH and LGH hours into years.
  
• Would you benefit from having it calculate
  service years based off of LAH accumulator hours?
• Yes and calculate years based on LGH
  accumulator hours.

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Payroll/HR News cont.

• March 17th e-mail from OBPP regarding HB645 and
  ARRA Implementation
• ...In addition, two new FTE classifications have
  been established on SABHRS HR in order to track
  modified FTE established and paid on the WB or DA
  forms.
• The two new FTE classifications are
• 502 for HB645
• 602 for BA645
• BCD questions regarding the forms use of new
  FTE classifications should be directed to OBPP.

9
Payroll/HR News cont.

• Fiscal Year End
• COMING SOON - Full process will be in our new FYE
  newsletter, which contains all the FYE payroll
  information you need.
• Highlights of the FYE activities most important
  to you
• New work comp, retirement SUI rates will be
  inserted 6/25/09 take effect on the July 1st
  payday.

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Payroll/HR News cont.

• Fiscal Year End cont.
• Stay out of SABHRS HR on Wed. July 1st from 6 am
  until notified running mass FYE updates
• HRIS will insert a 07/01/09 Position Data row for
  all active positions
• HRIS will insert 07/01/09 rows in the Department
  Budget tables. The Fiscal Year, Budget Begin
  Date, and Budget End Date will be modified to
  reflect FY2010 values.
• HRIS will insert 07/01/2009 rows in the
  Encumbrance Definition table to account for any
  global changes in rates (i.e., Workers
  Compensation, State Share Contribution, SUI).
  This will allow the encumbrance process to more
  accurately project the cost of a position.
• HRIS will insert a 07/01/09 row in the Account
  Code table for all active Account Codes. The
  Program Code will be changed to 2010.

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Payroll/HR News cont.

• Fiscal Year End cont.
• The Pay Period ending 07/03/09 is a split
  payroll. Time coded to Saturday, June 20 through
  Tuesday, June 30 will need to be distributed
  (expensed) to Fiscal Year 2009 while time coded
  to Wednesday, July 1 through Friday, July 3rd
  will need to be distributed to Fiscal Year 2010.
• Daily time must be used for PPE 7/3/09 to expense
  properly
• No Prior Period adjustments on PPE 7/3/09
• Q No Prior Period adjustments just on PPE
  7/3/09 or for all of FY2009?
• A Will have official answer in the FYE
  Newsletter.

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Payroll/HR News cont.

• Fiscal Year End cont.
• Last pay period for FY09 expenses is PPE 6/19/09
  anything after will be charged to FY10 and you
  will have to take care of any Financials
  journaling.
• Daily time must be used for PPE 7/3/09 to expense
  properly
• PPE 7/3/09 will be a short payroll processed on
  7/10/09.
• You MUST stay out of SABHRS HR from Friday
  7/10/09 through 7/12/09 while FYE processes run.

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Payroll/HR News cont.

• Fiscal Year End cont.
• Please remember all off cycle requests for the
  PPE 7/03/09 will be charged to fiscal year 2010.
  If necessary, an entry will be made on the G/L
  to move any off cycle expenses to fiscal year
  2009.
• New task profiles may be created with a 7/01/09
  effective date.
• Regardless of effective date, task profiles
  entered in the system after an employee has
  reported time under the old task profile will
  maintain the old task profile. Time just needs
  to be resubmitted to populate new task profile.
• Q Is there a query or report which shows
  employees who have already submitted time under
  an old task profile?
• A Will look at that and provide info as
  available.

14
SABHRS HR Training

• Training
• Training available at the training center all
  week
• Idea for June training Open Lab/Q A session
• Will be available at the training center for
  adhoc training during a specific time slot during
  our training week (currently 1 week per month on
  a payday week). Will try for a while and
  continue of it works for you.
• Please complete survey sent out today from
  Therese Simpson http//www.surveymonkey.com/s.aspx
  ?sm9_2bW32NIa6doHr69pPyuRew_3d_3d
• Your input is essential in planning new classes,
  arranging courses, etc. to make the training work
  for you.

15
New Issue/Ideas?

• Q A person had a temporary promotion and was
  approving time for employees. Now that the
  position has been hired, the employees Job Data
  record still reflects the person temporarily
  approving timesheets in the Reports To field
  instead of the new supervisor.
• A The effective date on the current Job Data
  row is what drives who is showing up as Reports
  To. For many of us, the most current row
  reflects our October pay raise row, and at that
  time the temporary person was the accurate person
  in Reports To. Once you insert a new row in
  Job Data with a more current date, the real
  supervisors information is reflected.

16
Sick Leave Fund/Direct Grants

• From HCBD Amber Thorvilson Jessica Jones
• Need your input on proposed changes to the Sick
  Leave Grant/Direct Grant Policy If you would
  like to participate in a focus group, contact
  Jessica or Amber to sign up.
• Changes to the policy have been driven both by
  employee/employer questions and legal opinion.
  Ultimately, the Sick Leave Fund/Direct Grants
  have to be administered according to the original
  intent of the law which provides for a Sick Leave
  Fund.

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Sick Leave Fund/Direct Grants cont.

• Changes include
• Revising the policy language to clear up some
  differences in interpretation and make the policy
  consistent throughout.
• Changing the allowance of hours a recipient can
  use in a 12 month period to a Calendar Year.
  This change is precipitated by a move to automate
  administration of the sick leave fund, which
  would require Calendar Year reporting.
• Aligning eligibility for use of Sick Leave Fund
  and Direct Grants with eligibility for FMLA.
• Recipients of a Direct Grant will have to be
  members of the Sick Leave Pool contributors of
  Direct Grants still will not have to be a member
  of the Sick Leave Pool to donate hours to someone.

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Sick Leave Fund/Direct Grants cont.

• More changes
• Prior to any new policy going into effect, it
  will be available for comment.
• You will have prior notice before the new policy
  is in effect.
• Based on the time required to organize a focus
  group, finalize the policy and communicate
  changes, most likely the updated policy wouldnt
  be until the January 1, 2010 timeframe. Continue
  as is until that time.
• Jessica needs Sick Leave Fund Direct Grant
  forms on a timely basis if an employee is using
  either of these forms of leave on a pay period,
  Jessica needs the form the Friday before payday
  in order to reconcile.
• Ultimately, it is in the employees interest to
  donate the required hours to become a member of
  the sick leave pool.
• Jessica Jones 444-0173 can answer any of your
  sick leave questions.