powerpoint presentation - files.nc.gov · • loa-fully paid-this means the employee is responsible...
TRANSCRIPT
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
24/16/19
• OM/PA Updates
• IT 9822 (Related Experience)• Upon Separation
• Upon Reinstatement from LOA
• Employees moving from SPA to SPA Law Enforcement
• Payroll Updates
• Welcome our New Payroll Operations Manager!
• Foreign Nationals – Non Resident Aliens
• NC State withholding – Filing Status
• Time Updates
• Retroactive Updates to Work Schedule Rules
• Benefits Updates
• Upcoming Employee Status Category Changes
• State Health Plan Exceptions
• eBenefits Access/Enrollments for New Employees
• NCFlex Updates
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• This infotype is not being delimited as it should be upon separation.
• Should not “next record” past this when working the action.
• Over 500 records that need to be cleaned up.
• Refer to Job Aid.
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https://files.nc.gov/ncosc/documents/Training/Job_Aids/PA/PER-44_Related_Experience.pdf
• This infotype is part of reinstatement actions, but should not be saved when reinstating an employee from a leave of absence, especially with the starting related work experience field showing 0.
• Should “next record” past this when working the action.
• Consider the reason for infotype.
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• If action is not worked properly/completely, there can be huge implications for the employee’s retirement benefits.
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• The savings plan is not automatically changed when the action is worked.
• Do not ignore pop-up box after IT007 (Planned Working Time) is saved.
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• If you miss this step, put in a Heat Ticket with the BSS Benefits Team, and they can assist you with enrolling the employee in the proper plan.
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• If the change in retirement plans is missed and not discovered until months later, it becomes difficult to get everything straightened out for the employee.
• Every state agency employs foreign nationals
• Who are these employees• Non-United State Citizens
• Permanent Residence
• Visa holders (F-1 OPT, H-1B, TNs)
• DACA
• Asylees, TPS, and Refugees, etc.
• Please complete, review and maintain:• IT 0094 – I-9 Residence Status
• IT 0048 – Residence Status
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• OSC Statewide Tax Compliance maintains the International Tax Navigator (a.k.a. Windstar) database for your agency.
• OSC Statewide Tax Compliance audits OSC Integrated HR/Payroll System for non-United States Citizens for:• Accuracy in payroll system
• Updates may be necessary and requested
• Expiration of work authorization• Assistance with tax analysis
• Including preparing appropriate tax documentation for the employee to review and sign
• Communicates to Payroll the appropriate tax withholding• Potentially – additional federal and state taxes and FICA exemptions
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• State Agency Responsibilities to TIMELY:• Communicate the hire/termination dates of foreign
national employees to the Statewide Tax Compliance Team
• Collect and send on-boarding documentation to [email protected]• Form I-9, Supporting Documentation and E-verification• IF on VISA/EAD Card – all supporting documentation to status
• Enter and Update IT0094 and IT0048 – I-9 Residence Status and Residence Status in payroll system
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• The Integrated HR/Payroll system currently has four NC State Withholding Filing Status.
• We are in the processing of updating the system to match the filing status on the current version of NC-4 form.• Single (Single or Married Filing Separately)
• Married (Married Filing Jointly or Surviving Spouse)
• Head of household or family (Head of Household)
• Widow/widower (Do Not Use)
• NC-4 form• Please make sure employees are using the current version.
• The current version can be found at the link below: https://files.nc.gov/ncdor/documents/files/NC-4_Web.pdf
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• We are seeing an increase in tickets for changes made to an EE’s Work Schedule Rule that are causing problems.
• When an EE’s WSR is changed retroactively, you need to consider absences that have already been recorded.
• When the new WSR is applied, it overlays any existing A/A records.
• Attendance records do not cause an issue because
A/A 9500 can be recorded on any day.
• However, all absences that are already recorded should be reviewed to ensure they will remain on scheduled work days under the new WSR assignment.
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• State Health Plan: • Beginning with July’s payrolls, BEST will no longer deduct health insurance premiums
from:• LOA-WC supplemental leave or • LOA-Short Term Disability payments
• Once an employee is placed on LOA-LWOP (including the above LOA types) – to continue participation in the health insurance, they will need to submit premium payments to iTEDIUM.
• Employees will no longer send the health insurance premiums to BEST.
• BEST will run Deduction Not Taken (DNTK) and LOA reports to identify employees going into a LWOP status.
• BEST will use these reports to profile the employee in eBenefits in either:• LOA Partially Paid -this means the State still pays the employer portion of the premium & the
employee pays the employee &/or dependent premium (Examples: LOA-FML, LOA-WC, LOA-STD with 5 or more yrs of retirement credit)
• LOA-Fully Paid -this means the employee is responsible for paying the full cost of the health insurance premium to include the employee/dependent premium AND the employer premium portion (Examples: LOA-Extended Illness, LOA-STD with < 5 yrs credit, LOA-Other, etc.)
• eBenefits transfers this information to iTEDIUM.
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• State Health Plan Cont’d:• iTEDIUM will bill the employee accordingly.
• The employee will submit premium payment to iTEDIUM. • Employees will have the option to mail in payments via check or pay by credit card.
• If the employee chooses to cancel their plan due to being on LOA-LWOP, they will need to either:• Go into eBenefits (self service) and create a ‘QLE due to LOA’ and cancel the plan or drop dependents;
or • The employee or Agency HBR can submit a ticket to BEST & BEST will cancel using ‘QLE due to LOA’. • This would need to be done within 30 days of the effective date of going on LOA-LWOP.
• If the employee does not cancel their plan using the QLE-LOA AND they do not submit payments to iTEDIUM to continue the plan, this would result in iTEDIUM terming the plan for ‘non payment’. iTEDIUM submits this to eBenefits & the plan is termed, which transfers into the HR/Payroll System record.
• Per SHP rules, ‘terms for non payment’ will not allow the employee to re-enroll upon reinstatement, and they would need to wait until the next open enrollment to re-enroll. This is different than ‘canceling a plan due to QLE-LOA/LWOP status’ which will allow a re-enrollment upon reinstatement.
• Once a plan is termed, the Agency can submit an exception request to SHP for re-enrollment, but SHP will require any missed premiums to be paid before they will reinstate. (However, that is not a guarantee for an exception approval.)
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NCFlex:
• Beginning with July’s payrolls, BEST will no longer allow Flex premiums to be deducted from LOA-STD pay.
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• It has always been BEST’s process NOT to have Flex premiums deducted from WC supplement. It has happened on occasion, but it is not a standard process and definitely will not be allowed going forward.
• Employees on LOA-LWOP should be submitting premium payments to the Flex vendors, as indicated on the Continuation of Benefits LOA Notice Letter (generated out of the Integrated HR/Payroll System with transaction ZBNS008) if they choose to continue the plans while on LOA-LWOP.
• There is no issue with re-enrollment upon reinstatement if the employee did not submit payments to the vendors. Employees will be allowed to re-enroll in Flex plans upon reinstatement from LOA. (Some plans HCFSA require re-enrollment.)
• All Exceptions to the State Health Plan MUST be submitted electronically by the Agency HBR or BEST Shared Services.
• Exceptions will not be processed if submitted directly from the employee.
• Go to: https://www.research.net/r/exceptionform
• Reason for the Exception: • Provide as much detail as
possible. • Be sure to include the plan and
level the employee is enrolled in and if the employee has/had the Smoking Credit.
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• PLEASE NOTE: - Submission of an exception request (&/or premiums) does not guarantee approval.
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• The employee should be informed of the amount due for missed premiums. This amount will need to be received by BEST (currently) prior to an Exception being approved.
• Newly hired employees should be set up as soon as possible with an NCID, this allows access to Employee Self Service (ESS) and the eBenefits System.
• IMPORTANT: If there is an issue with getting the NCID set-up, the employee can call the Benefitfocus Customer Service Call Center at 866-859-0966 to complete their enrollment over the phone.
• Employees only have 30 days from their hire date to enroll in Benefits.
• NCID issues are not a valid reason for submitting an Exception Request to the State Health Plan.
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• Job Aid for adding a beneficiary is at the following link: https://files.constantcontact.com/301da04a601/f3ffa1ac-25da-40fc-b8f6-f4311c1d9c87.pdf
• Employees with an e-mail address in eBenefits were sent sent the job aid from the Office of State Human Resources (OSHR) on March 28th.
• You can also go to the NCFlex website at https://oshr.nc.gov/state-employee-resources/benefits/ncflex, click the link for HBRs, go to archive e-mails and see the e-mail dated March 28th.
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Employees can now assign beneficiaries to their Cancer and Specified Diseases Plan in the eBenefits system.
• Life Event – Reduction in Hours:• Employees can now drop their Dental and/or Vision Plan
due to a reduction in hours.
• Employee’s hours must be reduced to 20 to 39 hours to voluntarily drop the plan(s).
• The employee or HBR will need to create a ticket with BEST to have the plan(s) dropped.
• BEST will create the QLE and drop the coverage.
• Employees reduced to less than 20 hours are not eligible and their plans are automatically terminated.
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• NCFlex has changed the Dental and Vision COBRA administration (separated employees) from the vendor to Benefitfocus.
• Target date is May 1, 2019.
• Leave of Absence (LOA) administration will remain the same:• Dental: employee mails premiums directly to the MetLife
vendor IMS (information is on the LOA letter generated in our system or in the NCFlex Admin Manual).
• Vision: EyeMed keeps the plan active with no premiums due.
• NCFlex is working on an article to send to HBRs with additional information.
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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/2019-hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 5/21/19 at 10:00 a.m.
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• OMPA - Slide 5 – When attempting to ‘next record’ thru the infotype, a ‘data will be lost’ error message comes up. If the attempt to ‘next record’ thru is completed, will this delete all the data in the action? Response - When testing this scenario in the test environment and hitting next record past, that error message did not generate. If you do get the message “Data will be lost. Do you still want to exit the current screen?” select “yes.” This does not cause anything to be deleted, only a new record not to be saved.
• OMPA - Slide 5 – What is the process for saving or ‘next record’ for a ‘Reinstatement from Suspension’? Is it the same as ‘Reinstatement from LOA’? Response - Yes, next record past on a reinstatement from suspension as well.
• OMPA - Slides 4 & 5 - After processing an OM position transfer, should the IT9822 be updated when processing the PA ‘Within Agency Transfer’ on an employee? Or does the prior data default on the new record? Response - We are no longer processing the PA action Transfer within Agency Reorganization following OM position transfers. (Please see the November 2018 conference call.) The IT9822 is maintained as a person changes positions. An OM position transfer involves moving the same position from one org unit to another so you would not create a new 9822 anyway. If it is any kind of transfer where an employee is changing positions, a new IT9822 should be created.
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• Benefits – Slide 16 - For the upcoming benefits changes regarding where to mail premiums, does that apply to employees on LOA that are exhausting leave, or just those employees on LOA for Short Term and Workers’ Comp? Response -Employees exhausting accrued leave will continue to have insurance premiums payroll deducted. The change impacts all employees on LOA who have reached leave without pay status, which includes employees in receipt of Short Term benefits and employees on LOA-WC with supplement who previously were allowed to have premiums deducted from short term pay and WC supplement.
• Benefits – Slides 16 &17 - Will the Continuation of Benefits while on LOA letter be updated to include these changes? Response - Yes, the LOA letter posted on the OSC website will be updated to include these changes, as will the ZBNS008 transaction that generates the letter in the HR/Payroll System. The new letter and transaction will be implemented in June when the payment vendor changes are implemented. The exact date to be communicated at a later date.
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• Benefits – Slides 16 & 17 - For those employees who are separated due to unavailability under Separation Pay Continuation, are they expected to continue benefits under the new LOA payment process or through COBRA? Response –
• Sep Pay Cont LEO Retirement = Health plans are termed under the regular Separation-Retirement process and the employee will pick up the health plan as a retiree under the Retirement System.
• Sep Pay Cont RIF = For employees under RIF, active health plans are termed manually by BEST Benefits, who in turn, enroll the employee under the 12 month RIF Plan. The 12-month RIF insurance is also administered by iTEDIUM, who will bill the employee for premiums due. However, RIF employees are not profiled under the new LOA categories for Direct Bill: LOA-Fully or Partially Paid. RIF employees have their own employment status category for Direct Bill: Reduction in Force (RIF).
• Sep Pay Cont STD = Employees in receipt of a STD benefit whose action indicates Separation Pay Continuation – STD are still eligible to pay premiums for health insurance coverage through iTEDIUM. Once the Cancel Pay Continuation is worked at the end of the STD period, the plan will be termed, and COBRA would be offered.
• Benefits – Slides 16 &17 - What if any of these changes will impact Agency Specific Insurance products? Response - Agency Specific insurance products are contracted through the Agency Insurance Committee and are administered by private insurance agencies/brokers, and are not part of NC State Government benefits (State Health Plan and NCFlex plans). Agency benefits or payroll staff are responsible for delimiting these plans as appropriate. If these plans are not delimited, deductions will be taken out of any funds paid through the Integrated HR/Payroll System while an employee is on LOA status. Additionally, all retro premiums missed will be caught up for any period of LOA/LWOP status when an employee reinstates if those plans are not delimited while on LOA/LWOP.
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Payroll Operations
Kim Aldridge Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Christopher Norris Accounting/Vendor/Direct Deposit Reversals Lead [email protected]
Lisa Chapman 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]
304/16/19