state of connecticut core-ct hrms users group meeting march 23 & 24, 2010

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State of ConnecticutCore-CT

HRMS Users Group Meeting

March 23 & 24, 2010

22

Agenda

Welcome Anne North and Sue Martin

Business Process Updates

Benefits Margaret Haering

Human Resources Lina Simonu, Cheryl Catania

Time and Labor Belinda Thibedeau

Training Cathy Bysiewicz-Cluen

EPM/Security Barbara Jacius

Key Messages Anne North and Sue Martin

Questions & Discussion All

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Core-CT HRMS News and Initiatives

• UPK Training Materials

• Retiree Benefits in Core-CT HRMS

• Support for the 3% Deduction Implementation

• Expansion of TL Self Service

• Refinement of the TL Rules

• Open Enrollment – tentatively scheduled for Friday, 5/14

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Benefits Update

3% Deduction for Retiree Health Care

SEBAC 2009 Agreement - requires new employees and existing employees with fewer than 5 years of service to contribute 3% of compensation until they complete 10 years of actual state service.

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Benefits Update

Employees Affected

• Only applies to employees eligible for State-paid health insurance.– New employees hired on or after July 1, 2009.– Employees rehired on or after July 1, 2009 with fewer

than 10 years of service.– Existing employees with fewer than 5 years actual

service as of July 1, 2010.

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Benefits Update

Exempt Employees

• Employees not eligible for State-paid health benefits (part-time, seasonal or temporary workers)

• Adjunct faculty (part-time)

• Employees with alternative retiree health benefits from another source (excluding COBRA, Medicare or spouse)

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Benefits Update

Waiver of State Health Care Coverage

• Does not affect obligation to contribute 3% for retiree health care.

• Only exception: Employee already has qualified for retiree coverage from independent source (not Medicare, COBRA or spouse’s).

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Benefits Update

Length of 3% Contribution

• New Hires – 10 years

• Rehired Employees – 10 years minus pre-July 1, 2009 healthcare-eligible service

• Existing employees with less than 5 years of service as of July 1, 2010– 10 years (minus pre-July 1, 2010 healthcare-eligible service)

or– Until date of retirement at 62 or older with 5 years of service

(limited to active employees as of April 21, 2009)

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Benefits Update

What Service Counts?

• Only actual service during which employee is eligible for active employee coverage– Vesting service does not count– Purchased service does not count

• Exceptions: Purchased time for military service in time of war or time purchased under Section 5-188(e) of Pension Agreement.

• Rehired Employees will get credit for prior healthcare-eligible service even if they obtained refund of contributions to SERS when they left State service.

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Benefits Update

What Is 3% Based On ?

• All salary and earnings under 5-154(h) of Pension Agreement

– Longevity– Vacation– Maintenance– Fees– Earnings from every job

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Benefits Update

Special Cases

• Employee with multiple part-time positions that make him or her eligible for health coverage must pay based on all positions.

• Employee with full time position that provides health benefits and part-time job pays 3% only on full time compensation.

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Benefits Update

Effect of Leave

• Paid Leave: Employee is liable for 3% contribution on salary/vacation/sick payments received and leave will count towards service requirement.

• Paid Military Leave: Contribution based on pay differential, if applicable, but military service classified as “paid” service counts even if no check from the State.

• Unpaid Leave: No contribution taken, will not count. This extends the duration of obligation to pay.

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Benefits Update

Effect of Leave, Continued

• Workers Compensation Leave: Time out of work counts towards fulfillment of obligation; 3% deducted only from any sick or vacation pay received.

• Disability Retirement: Employees with disability retirement are deemed to have fulfilled obligation.

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Benefits Update

Unpaid Leave

• Defined as any calendar month in which an employee does not receive a paycheck from the State.– Ignore leaves of under one month.

• One month of unpaid leave will extend duration of obligation to make payment by one month.

• If employee has one or more months of unpaid leave, must complete new CO-1300 when returning from unpaid leave.

• HR should adjust end date of contribution by number of months of “unpaid” leave.

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Benefits Update

Enrolling New Employees For Deduction

• FIRST WAVE: New employees since July 1, 2009

• Fill out CO-1300, set start and stop date for deduction on Core-CT General Deduction page – OPEB.

• Identify exempt employees and send copy of CO-1300 to HPBSD.

• End date is approximate: month and year only – Core-CT dates not set 10 years in advance.

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Benefits Update

Enrolling Rehired Employees

• Have them fill out CO-1300.

• List all prior service (verify prior service dates and confirm health insurance eligibility).

• Set start and estimated stop date (month/year only) 10 years less all pre-2009 health care-eligible service.

• If exemption applies, circle reason and forward copy to HPBSD (Healthcare Policy & Benefits Services Division).

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Benefits Update

First Round of Enrollments

• Contact all new (post-July 1, 2009) hires to fill out CO-1300; enter start and stop dates for deduction in Core-CT.

• Contact all employees rehired post July 1, 2009 to fill out CO-1300.

• OSC will send agencies list of employees enrolled in error and who should have had deductions started at date of hire.

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Benefits Update

Enrolling Existing Employees• Core-CT has run queries listing new employees hired/rehired after

July 1, 2009 potentially liable for 3% deduction based on Core-CT records. OSC will forward lists to agencies.

• Use Core-CT job aid to identify employees who may be subject to deduction on July 1, 2010. The job aid is located at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/3_pct_ded_rtr_hlth_cvrge.doc.

• Agency will have listed employees fill out CO-1300 and give them a chance to list pre-2004 State service.

• HR must verify service and enter deduction start (July 1, 2010) and stop dates in Core-CT.

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Benefits Update

Pre-July 1, 2009 Employees

• SAFE HAVEN – employees hired before July 1, 2009 will have up to one year unpaid leave count towards 3% obligation.

• Anyone returning to the payroll after June 30, 2009 with 11 or more years prior healthcare eligible service does not need to be audited.

• Any employee on the payroll as of July 1, 2009 with 6 years of healthcare-eligible service does not need to be audited.

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Benefits Update

Ongoing Activities

• OSC will use quarterly queries to identify employees who should be enrolled and those who should not.

• OSC will use quarterly queries to identify employees nearing end of 3% contributions.

• Agencies will enter actual stop date in Core-CT when obligation is completed.

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Benefits Update

Handling Exemptions

• Agency should circle basis for exemption on CO-1300.– Adjunct (intermittently eligible)– Seasonal/temporary– Fulfilled service requirement

• Alternative retiree health coverage needs– Affidavit from prior plan sponsor CO-1303– Waiver of retiree coverage CO-1304

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Benefits Update

Returns of 3% Deductions

• Deduction in error (employee is exempt)

• Deduction not stopped in time

• Employee leaves before qualifying for retiree health care (payment may be delayed until July 2012 per 2009 SEBAC Agreement)

• Fill out CO-1301

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Benefits Update

Returns of 3% Deductions, Continued

• HR/PY Run EPM query to find amount of return.

• Enter in Core-CT Deduction Override spreadsheet – forward to HPBSD.

• Repayment will be reported as income in year received.

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Benefits Update

Rehired Employees Who Took Returns of 3%

• Prior service won’t count for retiree health insurance eligibility.

• To obtain credit, must “repurchase” service by repaying amount returned in lump sum or starting periodic payment within 60 days of rehire; use CO-1302 form.

• If no repurchase, must sign Waiver acknowledging forfeiture of prior service; complete CO-1305 with 60 days.

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Benefits Update

Pre-Retirement Make-Up

• If someone has completed 10 years actual service but has not paid into Retiree Health Fund for 10 years, the individual can make up the missing payment before retiring or extend time until retirement.

• Adjuncts who qualify for retiree health coverage must make up contributions for entire period (10 years minus any pre-July 1, 2010 healthcare-eligible service).

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Agenda




Human Resources Lina Simonu






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Human Resources Update

Fiscal Year End

Fiscal Year End Process• Updates the Budget year in the Combination

Code from 2010 to 2011 by either:

– Updating the existing combination code numberOR

– Creating a new combination code number with the new budget year

• Inserts a Position Data row to reflect this change.

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Fiscal Year End, Continued

• 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 6/04/2010.

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Fiscal Year End – Important Reminders

• Cleanup of Recycled and Denied positions should be completed prior to June 2, 2010.

• Use this Job Aid: How to Identify and Resolve Denied or Recycled Positions - http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm

• Update the row and send back through the approval process if approval is required or…

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Fiscal Year End – Important Reminders, Continued

• Request that 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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• Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 2, 2010.

• Any positions in proposed status will not be updated for Fiscal Year End.

• Positions that are in the workflow 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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• Agency Position Specialists should identify positions needing a change in FUND, SID or Distribution Percentage of FUND or SID effective 6/04/2010 and should submit those changes for approval in April or early May.

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Fiscal Year End Sequence of Events

• Position file will be transferred to OPM on June 2, 2010.– At this point any approved changes made to Position Data by

Agency Specialist will be overlaid.

• OPM makes file available to Agency Budget Officers in the ABS Roster process on June 4, 2010.

• After agencies make allowed updates, OPM will return file to Core-CT on June 11, 2010 with the new budgeting information for all positions.

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Fiscal Year End Sequence of Events, Continued

• Agency Position Specialists will have view only access in Position Data from June 14th to close of business June 18th.

• The new budgeting information will be loaded into Core-CT the week of June 14th and a new row dated June 4, 2010 will be inserted into each position.

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Fiscal Year End Sequence of Events, Continued

• Project Agencies ( DOT, DEP, ITD, DPW, DPH, CSC ) will have new project combination codes available on June 4, 2010, effective June 4th.

• All other agencies will have new combination codes available on June 15th, effective dated June 4, 2010. These will be built after all existing combinations codes have been “rolled forward” to the new budget year and payroll has completed the final pay cycle of FY10 (approx. 6/15/2010).

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Fiscal Year End Assistance

The HRMS Fiscal Year End Job Aid will be available at:

http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm

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Agenda




Human Resources Cheryl Catania






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April 2010 Longevity Process

• First Preliminary Reports were available on Friday, 03/05/2010

• Second Preliminary Reports were available on Friday, 03/19/2010

• Final Processing will occur on Friday, 04/02/2010

• Final Reports will be available on Saturday, 04/03/2010.

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April 2010 Longevity Process, Continued

Exception #17 – Retroactive Job Changes• The flaw that occurred in the revision of Exception #17 has

been fixed.

• Longevity payments are now system-entered for employees who experience retroactive Job changes – NO MORE MANUAL ENTRY REQUIRED!!

• Employees with retroactive Job changes are now written to the Longevity Processed Report, but continue to be written to the Exception Report for determination of whether a manual date-change is required.

42


First Start Date Field

The First Start Date field in Employment Data has been reconfigured to allow changes to be made centrally by Core HR team.

• First Start Date represents the date the employee was first hired into a specific Job record, as opposed to Original Start Date, which represents the employee’s first start date with the State of CT.

• Agencies must log a ticket with Core Support to request changes to the First Start Date field.

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New Hires/Rehires - Use of Existing Job Records

Agencies are asked to refrain from establishing a New Employment Instance during the Hire Process whenever possible.

• If employee already exists in Core, contact DAS to determine the status of the existing Job record

• If the existing Job record at the other agency is in terminated status, a request is sent to DAS to transfer the record via the Rehire/Transfer process

• Establish a New Employment Instance only if all existing Job records are currently active.

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FICA Status Field – Employee Record Transfers

Important Reminder: Verify the FICA Status field is populated correctly during the DAS Transfer/Rehire Process• FICA Status at the losing agency may differ from that which should

now appear at the gaining agency.

• When a discrepancy exists, a new row needs to be added to correct the status effective with the Transfer/Rehire Date.

• If the discrepancy is not identified until after paychecks have begun at the new agency, a correction is still required effective with the transfer Date Lynne Nguyen at Central Payroll must be contacted (860-702-3450) in order to rectify the FICA balances.

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Job Data – Expected Return Date

The Expected Return Date is now a required field when placing an employee on either a Paid Leave of Absence (PLA) or an Unpaid Leave of Absence (LOA)

• Applies to Bargaining Units 01 through 16 within SetID AGNCY and UNIVS

• Also applies to DOC Bargaining Unit 67

• Excludes Bargaining Unit 04 in SetID UNIVS ONLY

• LOA Report: Workforce Administration >Job Information > Reports > Leave of Absence by Department

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CT Seniority Report

The CT Seniority Report can be run separately for two different types of seniority:

•Company Seniority reflects the date entered in the Layoff Seniority Date field on the Employment Data Page

•Union Seniority reflects the date entered in the Union Seniority Date field on the Job Labor tab

Workforce Administration > Workforce Reports > CT Seniority Report

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Inactivation of Combo Codes

When inactivating a Combination Code, be sure that all charges against that code are in place prior to the inactivation.

• Any future use of an inactive Combo Code creates significant problems during the payroll combination process – even if entered as a correction on a date when the code was still active.

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Inactivation of Combo Codes, Continued

Example – Combo Code XYZ1234 is inactivated effective 01-15-2010

• On cycle ending 01-28-2010, a Timesheet correction is entered on an effective date of 12-28-2009 to reflect the inactivated code.

• Even though the code was active on 12-28-2009, it is currently inactive and needs to be manually re-activated centrally prior to check confirmation.

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Core Support

Please remember to log tickets when Correct History actions are needed!

• Users receive email confirmation of their request-status throughout the ticket process.

• Ticket process provides Core with a tracking system for specific issues.

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Time and Labor Update

Time and Labor Rules

Rules are currently under review• If you know of a rule that you believe is not

working correctly, contact the Time and Labor team.

[email protected] 860-622-2020

[email protected] 860-622-2262

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Time Reporting Code

Time Reporting Code - NWS

• Considering removing it as the original purpose is no longer valid.

• Who uses it?

• What is it used for?

Contact the Time and Labor team.

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Leave Accrual Balances

Two tables contain Sick, Vacation & PL Balances

• One table displays balances on the Timesheet

• One table displays balances on the Leave Accrual Page

When information is updated on one table and not the other, the balances become out of sync.

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Leave Accrual Balances, Continued

The page on which transactions are entered determines which Leave Accrual Table is updated.

Table Updated

Core-CT Page Timesheet Leave Accrual

Adjust Paid Time X

Timesheet X

Paycheck X

Payline Adjustments X

Check Reversals X

Additional Pay X

Petty Cash Check X

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To keep the balances in sync the following additional steps are necessary.

Core-CT Page Additional Step Required

Adjust Paid TimeAdd or delete time on TimesheetClose Rejected Time

Timesheet None

Paycheck None

Payline Adjustments Record adjustment in Adjust Paid Time

Check Reversals Delete entries in Adjust Paid Time

Additional Pay Add or delete time in Adjust Paid Time

Petty Cash Record attendance in Adjust Paid Time

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Custom process syncs up leave balances after pay confirm by updating the Timesheet balance to match the Leave Accrual balance. This process will not work under these circumstances.

• Leave time is posted in a pay period greater than the one being confirmed.

• The additional steps are not completed.

• There is Rejected leave time.

• There are exceptions related to leave time.

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Compensatory and Leave Plans

Reminder:

• Compensatory Plans and Leave Plans must be in effect as of the first day of the pay period in order to be recognized on the Timesheet.

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GAAP Report

• Active employees with active leave plans will display on the report.

• Employees terminated as of the last confirmed pay period prior to 6/30/2010 will not appear on the report (as long as the leave plans are closed). For 2010, this is pay period ending 6/17/2010.

• Leave balances MUST be zeroed out with the employee’s last paycheck. They cannot be zeroed out after the employee terminates.

• Leave Balances will include time taken through 6/30/2010 and the 7/01/2010 accrual award.

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6060

Training Update

User Productivity Kit (UPK)

What is it?• An on-line, interactive training tool from Oracle for all

HRMS users.• Provides users with demonstrations and a chance to

practice HRMS business processes in an environment simulating production.

• Target audience is new users and those looking for a refresher of a process.

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Training Update

User Productivity Kit (UPK), Continued

Where Is UPK Available? • UPK is located on the Core-CT website:

http://www.core-ct.state.ct.us/upk/hr.htm

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Training Update


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Training Update


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Training Update


How Does UPK Work? • There are four different modes for users:

– See It – you learn by watching the process– Try It – you follow the instructions provided (step by

step) to learn the process– Know It – you complete the process independently

with limited instructions; in other words, find out what you learned in the two prior modes

– Do It – guides you through a task while you are in production.

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Training Update


UPK Modules• Currently, the following modules are available:

– General Information for New HRMS Users – Includes basic skills, for example, navigation paths, searching for an employee and selecting dates on a calendar.

– Enterprise Learning – Registering employees for Core-CT classes and running training reports.

– Human Resources – Position Actions– Time and Labor – Leave Plans, Schedules, and Self

Service

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Training Update


UPK Modules, Continued• Additional processes will be available in UPK. They will

be posted on the Core-CT website and announced by a Daily Mail.

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Training Update


Benefits of UPK• Available on the Core-CT website; you can review or

practice them when you need them.• They can be used repeatedly at your convenience.• There are no assigned roles; training is available for

everyone including applicants and current employees seeking career enrichment.

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69

EPM Enhancement

New Fields Added

CTW_EMPLOYEE/VW Employee Reporting Tables

EXPECTED_RETURN_DT Expected Return Date

Supporting Query:

CT_CORE_HR_EE_LVE_EXPCTD_RETDT

Query returns all employees with the status of leave of absence with or withoutpay and the expected return date for these employees by department.

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EPM Enhancement

New Fields Added, Continued

CTW_EMPLOYEE/VW Employee Reporting Tablesand

CTW_ADDRESSES/VW Address Reporting Tables

COUNTRY - Country

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EPM Enhancement

New Public Queries - RIP

CT_CORE_HR_RIP_JOB_DATA_AUDIT

Query provides an audit tool for agency HRMS staff; returns job data profile for employees participating in the Retirement Incentive Program 2009.

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EPM Enhancement

New Public Queries – RIP, Continued

CT_CORE_HR_RIP_ADDL_PAY_AUDIT

Query provides agency HRMS staff with a tool to audit Additional Pay entries, pay outs 2012, 2013 and 2014, for employees participating in the Retirement Incentive Program 2009.

CT_CORE_HR_RIP_NO_ADDL_PAY_ENT

Query provides an audit tool for agency HRMS staff; a list of all employees participating in the Retirement Incentive Program 2009 with no additional pay entries set up for the 2012, 2013 and 2014 pay outs.

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EPM Enhancement

New Public Queries – RIP, Continued

CT_CORE_HR_RIP_DEDUCTION_AUDIT

Query provides an audit tool of deductions set up for employees participating in the Retirement Incentive Program 2009.

CT_CORE_HR_RIP_NO_DEDUCT_ENT

Query provides a list of employees participating in the Retirement Incentive Program without future deductions set up for the 2012, 2013 and 2014 pay outs.

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EPM Enhancement

New Public Query - Time and Labor

CT_CORE_HR_TL_PRIOR_PY_PERIOD

Query returns prior pay period adjustments made in time sheet. This query should be run by one pay period date range.

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EPM Enhancement

New Public Queries – HR Benefits

CT_CORE_HR_ HIRE_BEFORE_7_1_2009

Query retrieves the hire or rehire job rows for all active employees with hire dates between July 1, 2004 and July 1, 2009.

OSC Memorandum No. 2010-11Administration of 3% Contributions for Retiree Health Coverage

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EPM Enhancement

New Public Queries – HR Benefits, Continued

CT_CORE_HR_HIRE_REH_AFT_7_1_09

Query retrieves active employees with hire/rehire job data rows effective dated equal to or greater than July 1, 2009.


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EPM Enhancement


CT_CORE_HR_3PCT_RETURNS

This query will retrieve the OPEB and ADJOPE general deductions on a specified employee starting with Pay Period End date greater than June 4, 2009.


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EPM Enhancement


CT_CORE_HR_JOB_DATA_HISTORY

Query returns all job data rows for an employee to assist in determining the ten year period of employment.


79

Security Update

New Public Queries – Security Liaisons

CT_CORE_SEC_OPRID_JOB_AUDIT

Query identifies all User IDs by Employee Number in an Agency. Query returns Name, Dept ID, Employee No., Employee (Job) Record, Job Indicator (P or S), Job Effective Date, Job Code Description, Location, Employees Status, Termination Date, User id(s) and Account Status (Locked/Unlocked). Query prompts by Agency Acronym (ie DAS%).

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Security Update

New Public Queries – Security Liaisons, Continued

CT_CORE_SEC_OPRIDS_ROLES_EMPID

Query identifies all User IDs by Employee Number and all associated roles. Query returns Name, Dept ID, Employee No., Employee (Job) Record, Job Indicator (P or S), Job Effective Date, Job Code Description, Location, Employees Status, Termination Date, Userid(s), Account Status (Locked/Unlocked) and Roles. Query prompts by Employee Number.

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Security Update


Security Liaison - Instructions for Query use:

Liaisons can use these queries to audit roles and Userids in their agencies against current Job Data.

Analysis is required to determine which Userid(s) belong to which job(s), if an Employee has more than one Job Record and/or more than one User Id.

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Security Update


Security Liaison - Instructions for Query use, Continued:

Any discrepancies in reports are to be reported to the Core-CT Security Mailbox.

Liaisons are reminded to report inactivation or changes to User Profiles on Proper CO-1092 Forms in a timely manner.

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Wrap UpThank 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 21, 2010, 1:30pm - 4:00pm and Wednesday,September 22,

2010, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive

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Agenda




Human Resources Lina Simonu, Sue Cavanaugh






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Questions/Discussion

state of connecticut core-ct hrms users group meeting march 23 & 24, 2010

Documents

years of service

years actual service

employees eligible

military service

countpurchased service

service requirement

years of actual state

new employees