State of Connecticut CoreCT HRMS Users Group Meeting

State of Connecticut Core-CT HRMS Users Group Meeting September 21 & 22, 2010 1

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 2

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 3

Payroll Update Processing Note – Additional Pay 4

Payroll Update Processing Note – Additional Pay, Continued 5

Payroll Update Processing Note – Additional Pay, Continued • Always use “Include History” – review any additional rows (sequenced rows) that may come forward when adding a new effective dated row • Never remove earnings / hours in an attempt to prevent payment • Delete row if unnecessary to current transaction • Or, uncheck “okay to pay” 6

Payroll Update Savings Bond Deduction Program • The U. S. Department of the Treasury has announced it will stop issuing paper savings bonds through payroll savings plans as of January 1, 2011. • This change will reduce the costs associated with the U. S. Savings Bond Program and supports the Treasury’s long-term plan to issue all securities electronically. 7

Payroll Update Savings Bond Deduction Program, Continued • Following the check date of 11/19/2010, the Office of the State Comptroller will no longer offer a payroll deduction for the savings bond program and will be refunding any remaining savings bond deduction balances to employees (if applicable) with check date 12/3/10. • Letters have been mailed directly to all employees who are currently enrolled in the savings bond deduction program notifying them of this change. 8

Payroll Update Savings Bond Deduction Program, Continued • While paper savings bonds will no longer be available through payroll deduction, employees still have the opportunity to invest in savings bonds and other Treasury securities through Treasury. Direct. • This convenient and secure web-based system allows employees to purchase, manage, and redeem electronic (paperless) savings bonds online 24/7. 9

Payroll Update Savings Bond Deduction Program, Continued • Using Treasury. Direct, employees can also purchase Treasury marketable securities (bills, notes, bonds, and TIPS) to expand their savings portfolios. • After a Treasury. Direct account is established at www. treasurydirect. gov, employees can participate in Treasury. Direct by providing their personal banking account information to fund their Treasury. Direct accounts. 10

Payroll Update Savings Bond Deduction Program, Continued The following materials are available online to assist with this transition: www. frbservices. org/Payroll. Savings – A list of frequently asked questions (FAQs) on this change – Employee Information on Electronic Payroll Savings with Treasury. Direct –Instructions for establishing a Treasury. Direct account 11

Payroll Update Savings Bond Deduction Program, Continued Please contact one of the following Treasury Retail Securities sites with any questions: • Minneapolis: 800 -553 -2663 (Select Menu Option 7, then Option 5) • Pittsburgh: 800 -245 -2804 (Select Menu Option 7, then Option 5) 12

Payroll Update Savings Bond Deduction Program, Continued • Contact OSC Payroll Services Division with questions regarding deduction balances or the savings bond refund process Payroll Services Division: (860) 702 -3450 • To learn more about electronic savings through Treasury. Direct, and to take a guided tour of the system, you may visit www. treasurydirect. gov. 13

Payroll Update Year End 2011 is coming! • All check/advice reversals and cash recovery/workers' comp reversals as well as other manual adjustments must be submitted to the OSC Central Payroll Unit by noon on Tuesday, November 16, 2010. • All reversals for checks and advices issued after November 16 must be submitted to the OSC Central Payroll Unit by noon on Friday, December 17, 2010. 14

Payroll Update Year End, Continued 2011 is coming! • Adjustments not received by these deadlines will result in the issuance of a W 2 -C. • Checks dated 12/30/10 – Because of time restraints, all corrections will result in the issuance of a W 2 -C. 15

Payroll Update Important Scheduling Notes Confirm for 11/19/10 check • Confirm will take place on Friday, November 12 th • System Lockout will be in place at 7: 00 p. m. on Thursday, November 11 th and will continue through Friday, November 12 th • There will be no payline adjustments on Friday, November 12 th • Interface files should follow normal schedule 16

Payroll Update Important Scheduling Notes, Continued Confirm for 12/3/10 check • Confirm will take place on Wednesday, November 24 th • System Lockout will be in place at 7: 00 p. m. on Tuesday, November 23 rd and will continue through Wednesday, November 24 th • There will be no payline adjustments on Wednesday, November 24 th • Interface files are due on Monday, November 22 nd by 2: 00 pm 17

Payroll Update Important Scheduling Notes, Continued Confirm for 12/30/10 check • Confirm will take place on Wednesday, December 22 nd • System Lockout will be in place at 7: 00 p. m. on Tuesday, December 21 st and will continue through Wednesday, December 22 nd • There will be no payline adjustments on Wednesday, December 22 nd • Interface files are due on Monday, December 20 th by 2: 00 pm 18

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 19

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 20

Human Resources Update DAS HR Business Rules and Central Audit Unit Hires • Contact DAS Central Audit Unit if a “hard error” occurs after entering the employee’s Social Security Number in the National ID field. • If an “Active” record exists for the employee, the gaining agency must communicate with the losing agency. 21

Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires • Verify position approval has been received prior to submitting the Transfer/Rehire request. • Complete all fields on the form including phone number, the employee job code and the contact person’s phone number. 22

Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires - Continued • If there is an “Appt End Date”, be sure to indicate this on the form as well. (Do not use “Probation Date” for this purpose. ) • To locate the “Appt End Date” field click on the “Employment Data” link, scroll down and click on the USA flag. 23

Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires - Continued • Gaining agency must communicate with the losing agency to ensure that the losing agency is aware of the transfer and to determine which Employee Record number should be used. 24

Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires - Continued • This is very important because a dual employment situation may exist and there could be FLSA implications. • Use ‘Data Change/General Data Change’ if changes to fields other than Comp Rate are needed after DAS initiates the transfer and additional updates need to be entered into Job Data. 25

Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires - Continued • Code changes to Comp Rate as ‘Pay Rate Change/Salary Plan Change’ (i. e. , TE to TC) or ‘Pay Rate Change/Adjustment’ (i. e. , bi-weekly is off by a penny). • Enter all changes by using the same effective date and Effective Sequence number. 26

Human Resources Update DAS HR Business Rules and Central Audit Unit Promotion by Reclassification Transactions • Use the correct coding for promoting within own position. – ‘Promotion/Promotion to Target Class’ – Trainee/Leadership Associate/535 -Q underfill OR – ‘Promotion/Promotion by Reclass’ – under GL 226 or in same position from exam list 27

Human Resources Update DAS HR Business Rules and Central Audit Unit General Reminders • Use the Action/Action Reason Codes Job Aid for determining the correct Action/Reason code for a specific situation. http: //www. corect. state. ct. us/user/hrjobaids/hr/action reason_codes. doc 28

Human Resources Update DAS HR Business Rules and Central Audit Unit General Reminders - Continued • If you are unsure of the Action/Reason code or salary calculation call DAS HR Business Rules/Central Audit before entering the transaction into Core-CT. • Address questions pertaining to salary calculations to pauline. mahoney@ct. gov, heather. tweedale@ct. gov and/or shari. grzyb@ct. gov for a response. 29

Human Resources Update DAS HR Business Rules and Central Audit Unit General Reminders - Continued • The Auditors of Public Accounts frequently ask DAS HR Business Rules/Central Audit for error notices sent to agencies during the period being audited. – If an error is cited and is later found to have been not in error, DAS will make every effort to communicate this to the Auditors. 30

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 31

Human Resources Update Fiscal Year End Process Completed! • Another successful Fiscal Year End process was completed in July • Agencies are reminded to review all Combination Codes that will need to roll forward into next fiscal year – Be ready to provide these codes to OSC in April 32

Human Resources Update October 2010 Longevity Process • First Preliminary Reports were available on Tuesday, 09/07/2010 • Second Preliminary Reports were available on Tuesday, 09/21/2010 • Final Processing will occur on Friday, 10/01/2010 • Final Reports will be available on Saturday, 10/02/2010 33

Human Resources Update Inactivating a Position – Hard Edit A new Hard Edit has been implemented in Position Data to ensure positions are being inactivated properly. • Often, the INA row was entered to inactivate a position, but the Status Field remained set to ACTIVE • Hard Edit is now in place to prevent the position record from saving when the INA action is entered without changing the status to INACTIVE • Ensures accurate Monthly Position Status Reports 34

Human Resources Update Acting Appointments – University Employees Classified TSHC procedures are no longer used for Unclassified Acting Appointments. • New Codes are now in place that are specific to Acting Appointments: – – LOA / Acting Appts – Univs Only RFL / Return from Acting Appt TER / Acting Appts – Univs Only Ended HIR or REH / Acting Appts – Univs Only 35

Human Resources Update Acting Appointments – University Employees, Continued • Continue to use Additional Employment Instance for the Acting Appointment • New procedure will allow for more accurate reporting at both the Agency and Central level • Job Aid will be available soon! 36

Human Resources Update Report Parameters – Dept. ID Field For agencies consisting of multiple departments/divisions, many Core-HR reports may be run by each individual Department ID for which the user has access. OR If the Department ID field is left “blank”, information is returned for ALL departments within the agency. • Personnel Actions History Report • Longevity • Working Test Period Report • Seniority Report 37

Human Resources Update Logging Tickets – REMINDERS • Add a top row to update a record while a ticket is pending, so the paycheck is accurate. • Provide Core-CT Help Desk with an Expected Return Date whenever requesting any type of Leave action – including Worker’s Compensation. • Be sure to include the “true” effective date when asking for retroactive Position actions. 38

Human Resources Update Logging Tickets – REMINDERS, Continued • Provide a Note to be entered into Notepad when asking for a Correct History transaction. • When requesting multiple actions for one employee, log one ticket only. Multiple tickets are not needed. 39

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 40

Time and Labor Update Self Service Employees With Multiple Jobs • Self Service time entry role gives access to ALL jobs. • Employees have the ability to enter time for Non. Self Service job without the time needing approval. 41

Time and Labor Update Self Service, Continued • Employee must choose job to enter time for by job title and department. • ALL agencies must be aware of employees who have multiple jobs and are employed at a self service agency. 42

Time and Labor Update Self Service, Continued New Job Aid lists self service agencies Agency Time and Labor Status http: //www. core-ct. state. ct. us/user/hrjobaids/tl/agncy_tl_status. doc 43

Time and Labor Update Self Service, Continued Agencies, including non-self service agencies, are responsible for auditing and ensuring that self service employees enter time for the correct job. 44

Time and Labor Update Self Service, Continued Identifying Multiply Employed Persons Multiple Jobs Summary report - Workforce Administration > Job Information > Reports > Multiple Jobs Summary by Dept OR Online - Workforce Administration > Job Information > Review Job Information > Multiple Jobs Summary 45

Time and Labor Update Self Service, Continued New Audit Tool EPM query will display timesheets submitted for agency employees with an OPRID that may be invalid. CT_CORE_TL_TIMESHEET_OPRID_AUD 46

Time and Labor Update Self Service, Continued New Audit Tool, (cont. ) • Query looks at timesheet entries and security • Matches OPRID of timesheet entry to roles of that OPRID to see if they are valid for the Department • Valid roles are: TL Specialist, Timekeeper, Time Reporter or Time Approver 47

Time and Labor Update Self Service, Continued Core-CT is exploring additional solutions to prevent this issue. More information will be published via Daily Mail as it becomes available. 48

Time and Labor Update Time and Labor Rules project is nearing completion • • Holidays Shift and Weekend Diff Rotating Averaging Overtime 49

Time and Labor Update Time and Labor Rules, Continued Overview of changes: Holidays • Time worked on holiday = REGH Shift and Weekend Diff • Half time premium now split out 50

Time and Labor Update Time and Labor Rules, Continued Overview of changes, (cont. ): Rotating Averaging • REG hours no longer adjusted • All Rotating Averaging hours = ROTAV Overtime • Half time premium now split out 51

Time and Labor Update Time and Labor Rules, Continued Overview of changes, (cont. ): Time Reporting Code – OT 1 FO • Will become a rule only TRC • No longer available on Timesheet 52

Time and Labor Update Time and Labor Rules, Continued Overview of changes, (cont. ): Paycheck View • Display of earnings may change • Details on exact changes will be discussed in training sessions 53

Time and Labor Update Time and Labor Rules, Continued Go Live Date Pay period beginning January 14, 2011 54

Time and Labor Update Time and Labor Rules, Continued Agency Task • Workgroup must be changed for employees in NP -5 (09) and P-2 (12) • Workgroups with ‘CON’ • Future dated rows can be entered • More details to follow 55

Time and Labor Update Time and Labor Rules, Continued Training Classes to be scheduled for November and December • Larger agencies may request on-site training if there is a training room available • Smaller agencies will be held in East Hartford • Watch for Daily Mail announcing sessions • Make up sessions in January 56

Time and Labor Update Time and Labor Rules, Continued Training Classes • Overview for HR and Payroll Supervisors • In depth training for all users processing time and labor and/or payroll transactions and performing audit functions • Self Service agencies responsible for informing employees of any timesheet coding changes 57

Time and Labor Update Time and Labor Rules, Continued Training Classes • Classes will be grouped by specific requirements • Watch for class descriptions and sign-up information 58

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 59

Benefits Update Retirement Benefits As of July 1, 2010 all Retiree Benefit Enrollments are processed in Core-CT by the Office of the State Comptroller Retiree Health Insurance Unit. 60

Benefits Update Retirements Benefits, Continued In May 2010 the Retirement Health Insurance Unit began processing all benefit enrollment and personal information updates in Core-CT. 61

Benefits Update Retirement Benefits, Continued • The Retirement Health Insurance Unit hires and terminates employees into the Office of State Comptroller’s Department ID, OSC 15000, by adding a primary employment record and processing the employee’s Retirement Health Insurance and Life Insurance through Core-CT. • This employment record will require the Retirement Health Insurance Unit to use the “Terminated with Benefits” action and set the Job Indicator to Primary. 62

Benefits Update Retirement Benefits, Continued • In order to process retirement benefits enrollment, data changes may be entered by the Retirement Health Insurance Unit on previously active employment records. • All retirement benefits, including life insurance, are enrolled on these newly established Core-CT records. 63

Benefits Update Retirement Benefits, Continued • Agencies must now follow a new termination process for employees who transition directly into retirement effective April 1, 2010 and after. – Agencies may no longer use a “Terminated with Benefits” Action code. – Agencies must now use the Action code of “Termination” and change the job indicator to Secondary when terminating an employee due to the following retirement reasons: 64

Benefits Update Retirement Benefits, Continued Retirement reasons, continued: Ø DRN – Dis Retirement Non Service Ø DRS – Disability Retirement Service Ø HWB – Hazardous Duty Retirement Ø ORB – Other Retirement Not Vested Ø PDR – Term Pending Disability Retirement Ø RWC – Retire Continue to Receive Worker Comp (not entitled to paid up life insurance) Ø SRB – Service Retirement Ø VRE – Voluntary Retirement 65

Benefits Update Retirement Benefits, Continued Retirement termination process, continued: – This must be done for all employees transitioning directly into retirement regardless if they are receiving a paid up life insurance policy. 66

Benefits Update Retirement Benefits, Continued • If an employee is retiring and is continuing to receive Workers’ Compensation payments, their termination event in Core-CT should be Termination (TER)/Retire Continue To Receive Workers’ Comp (RWC). • However, if they are entitled to a paid-up life insurance policy, you will also need to notify the Retiree Health Insurance Unit of their workers’ compensation status so that their retirement record and benefits billing can be properly set up. 67

Benefits Update Retirement Benefits, Continued • Agencies must also notify the Retiree Health Insurance Unit when a retiree stops receiving workers’ compensation payments. • These updates should be e-mailed to: osc. rethealth@po. state. ct. us • For assistance with retiring employees continuing to receive workers’ compensation, contact Melanie Buckley at the Office of the State Comptroller at (860) 702 -3540. 68

Benefits Update Retirement Benefits, Continued • Two job aids, Action/Action Reason Codes and Checklist for Terminating an Employee are available on the Core. CT website for assistance with terminating an employee. Both of these job aids have been updated recently. http: //www. corect. state. ct. us/user/hrjobaids/hr/action_reason_codes. doc http: //www. corect. state. ct. us/user/hrjobaids/hr/chklst_fr_trmntng_emplye. doc 69

Benefits Update Retirement Benefits, Continued • All retiree enrollment events are now processed under the OSC Department ID, OSC 15000. In some cases, updates that are made on the retiree record may also affect the retiree’s old active employment record (i. e. , address changes). • If you find any open/unprocessed events on your weekly “Open Events” report for individuals that are retired, please email a list of those events to the Retiree Health Insurance Unit at: osc. rethealth@po. state. ct. us 70

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 71

EPM Update New Fields Added CTW_EMPLOYEE/VW Employee Reporting Tables • DEPT_ENTRY_DATE: Date the Employee first entered the Department • POSITION_ENTRY_DATE: Date the Employee first entered the Position 72

EPM Update Fields Re-labeled CTW_DET_PAYROLL- Detailed Payroll Reporting Table • FISCAL_YEAR: Payroll Fiscal Year • ACCOUNTING_PERIOD: Payroll Accounting Period 73

EPM Update Agency Super Users • Qualifications for Agency Super Users – Strong reporting background – Attendance at formal EPM training – Demonstrated ability in query construction • Risk – Can create, modify and delete any public query. 74

EPM Update Public Query Creation • Candidates for CORE public queries must have applicability for the general user population. • CORE public queries are designed, validated and maintained by CORE EPM staff. • A list of all CORE public queries, a design document and execution instructions are available: http: //www. core-ct. state. ct. us/reports/ 75

EPM Update Query Clean Up Every eighteen months, the EPM team deletes: • All queries using an invalid design such as union queries with mismatched field data types. • All “broken” queries. A “broken” query is defined as one that cannot be executed until re-designed. Examples are queries using deleted fields or records. 76

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 77

Security Update New Security Functionality Automated Forgotten Password Reset Feature in Core-CT • Agency users must first update their System profile in Core-CT. • Users must have a state email address and be able to receive external emails in their agencies. • Users without a state email address must continue to contact their Agency Security Liaison for a password reset. • Users are NOT to contact the Core-CT Help Desk for password resets. 78

Security Update New Security Functionality, Continued Automated Forgotten Password Reset Feature in Core-CT • Instructions for setting up your User System Profile in Core-CT can be found at: http: //www. core-ct. state. ct. us/security/pps/pwreset. pps • FAQs: http: //www. corect. state. ct. us/security/docs/psswrd_rst_faq. doc 79

Security Update New Security Functionality, Continued Automated Forgotten Password Reset Feature in Core-CT • Security Liaisons can contact the Core-CT Security Team Mailbox for a list of all Users in their agencies who should, but have not yet set up a System Profile Core. CT. Security@ct. gov 80

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 81

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, March 22, 2011, 1: 30 pm 4: 00 pm and Wednesday, March 23, 2011, 9: 00 am - 12: 00 pm Room 1002 A and 1002 B 101 E. River Drive 82

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Nancy Ribes, Shirley Galka Human Resources Pauline Mahoney, Sue Cavanaugh Time and Labor Belinda Thibedeau Benefits Melanie Buckley EPM Barbara Jacius Security Tracy Douglas Key Messages Anne North and Sue Martin Questions & Discussion All 83

Questions/Discussion 84