Presentation on theme: "11 State of Connecticut Core-CT HRMS Users Group Meeting October 4 & 5, 2011."— Presentation transcript:
11 State of Connecticut Core-CT HRMS Users Group Meeting October 4 & 5, 2011
22 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig, Nancy Ribes Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy, Araceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
33 General Announcements Core-CT Staffing News
44 General Announcements Upgrade Core-CT is planning for a system upgrade to the HRMS, Financials and EPM applications The upgrade will be from Version 8.9 to 9.1 It will allow us to stay current with Oracle Support and take advantage of new features We are currently going through the procurement process to obtain the services of an implementation partner
55 General Announcements Upgrade, continued Upgrade schedule has not been finalized Agencies may be called upon to participate with various phases of the project During the upgrade, the Core-CT team will be split between production support and upgrade activities Non-critical change requests will not be done in the existing system
66 General Announcements Upgrade, continued Expansion of both ePay and TL Self Service is currently planned during the upgrade effort Watch for more information
77 General Announcements ePay Expansion of Self Service functionality is a priority Previously, one of the bottlenecks was Security set-up Currently, we are working on a feature to allow employees to self-enroll for ePay Once this is fully in Production, we plan to make this available to all State employees – including student and seasonal workers
88 General Announcements ePay, continued The ePay security role is now being added to new users whose agencies are being set up for TL self service
99 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig, Nancy Ribes Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy, Araceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
10 Payroll Update Update Employee Tax Data The system automatically defaults employee’s home address and tax location from personal data and job data records. As a result, two state tax rows are created if an employee has an out of state address – the out of state row and a CT row. The agency payroll user must remove the out of state row.
11 Payroll Update Update Employee Tax Data, continued
12 Payroll Update Update Employee Tax Data, continued
13 Payroll Update Update Employee Tax Data, continued Agency User must do the following: Enable “correct history” and select “view all”; Select “view all” so that all the tax rows are displayed for the effective date in question; Delete row with state identifier that is not “CT”
14 Payroll Update New Earnings Code AIR – Annual Increment Recovery for recovery of lump sum AI’s paid in July 2011 as agreed pursuant to 2011 SEBAC Agreement Divide lump sum by 23 to establish amount of recovery Entries must be made on Additional Pay Page Must be entered in negative (-) amounts See Job Aid for more information
15 Payroll Update New Deduction Code STPLAN – Standard Plan for Medical which requires additional premium/deductions as follows: Biweekly: $ Semi Mthly:$ Monthly:$ For new hires after September 23 rd, this will need to be coordinated by agency; payroll users must set up this deduction as applicable. The timing of this deduction must be in sync with employee’s health insurance eligibility date.
16 Payroll Update New Deduction Code, continued Effective date – should align with the employee’s eligibility for health insurance – the first day of the pay period or the hire date, whichever is later, for the first check paid to the employee in the following month. Deduction Calculation Routine: select “default to deduction table” – Do not enter an amount. The deduction amount is already defined on another table.
17 Payroll Update New Deduction Code, continued Example: Shirl the Pearl is hired on September 26, Eligibility for health insurance begins October 1, Deduction effective date should be 9/26/2011 which will be reflected in check dated 10/21/11. The deduction effective date for STPLAN should always be the first day of the pay period or the employee’s hire date, whichever is later, for the first check paid to the employee in the following month.
18 Payroll Update New Deduction Code, continued In this example, the employee will not receive payment for the 10/7/11 check. Therefore, an adjustment must be requested through Central Benefits for the arrearage for the first check of the month. In effect, the STPLAN general deduction should always match the employee’s health insurance coverage date.
19 Payroll Update New Deduction Code, continued
20 Payroll Update New Process for Non-Reportable Earnings Beginning with check dated 9/23/11, a new process has been created to extract all non-reportable TRC's and Earn Codes from both Timesheet and Additional Pay with the purpose of creating a separate check for payment. No employee or employer deductions should be withheld from this separate check. In reviewing paycheck data, take note that multiple checks will exist for impacted employees.
21 Payroll Update New Non-Reportable Earnings Process, continued If an employee has Direct Deposit, the non-reportable sep/ck will also be direct deposited; If an employee has a Direct Deposit agreement in place which splits or disperses monies to two accounts, the non- reportable sep/ck will be also be split to the two accounts. For instance, if an employee requests $50 as a flat amount to one account and the balance to another account, all checks – including the non-reportable sep/ck – will be subject to this dispersal. Please make your employees aware of this circumstance.
22 Payroll Update New Non-Reportable Earnings Process, continued If a replacement (petty cash) check is needed, segregate the normal earnings request from the non-reportable earning and request that no deductions be taken from the latter earnings. GENERAL NOTE: negative entries for non-reportable earnings or any earn code except those specifically set up for this purpose (FRL, AIR, VPH) should not be made. There is a specific process for recovering overpayments.
23 Payroll Update Final Payment to Retirees and Terminated Employees Reminder regarding Retirees and Terminated Employees: All Direct Deposit arrangements should be inactivated before an employee receives their final payouts for vacation and sick time accruals. This will ensure that all employees will receive a check and accounting of said payment (E-Pay employees).
24 Payroll Update - continued CT State Taxes With paycheck dated August 12 th, new CT Tax rates were applied retroactive to January 1 st, Of importance, the new withholding tax calculation for wages paid on and after August 1, 2011, assumes that an employee has consistent or non-fluctuating earnings each pay period (absent overtime, promotions, demotions, leaves without pay, etc.), claims the same CT Withholding status for the entire 2011 tax year, and has no changes to tax shelters (403(b)) and deferred compensation (457) deductions or other before- tax deductions.
25 Payroll Update - continued CT State Taxes, Continued In addition, employees who have requested an additional amount or an additional percentage to be withheld in 2011 pursuant to CT-W4 should understand that because of the retroactive nature of this tax change, the ‘catch-up’ provision essentially negates the effect of any previously withheld additional withholding amount. Finally, should an employee wish to increase or decrease their CT taxes, they will need to file a new CT-W4.
26 Payroll Update 2012 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 15, All reversals for checks and advices issued after November 15 must be submitted to the OSC Central Payroll Unit by noon on Friday, December 16, Year End
27 Payroll Update Year End, Continued 2012 is coming! Adjustments not received by these deadlines will result in the issuance of a W2-C. Checks dated 12/30/11 – Because of time constraints, all corrections will result in the issuance of a W2-C.
28 Payroll Update Important Scheduling Notes Confirm for 12/2/11 check: Confirm will take place on Wednesday, November 23 rd. System Lockout will be in place at 7 PM on Tuesday, November 22 nd and will continue through Wednesday, the 23 rd. There will be no payline adjustments on Wednesday, November 23 rd. Interface files are due on Monday, November 21 st by 2 PM.
29 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy, Araceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
30 Human Resources Update October 2011 Longevity Process, continued Preliminary Report was run on Tuesday, 9/20/2011. Final Processing occurred on Friday, 9/30/2011. Final Reports were available on Saturday, 10/01/2011.
31 Human Resources Update October 2011 Longevity Process, continued Review carefully to ensure accuracy Ensure only eligible employees receive payment. Ensure amount is correct.
32 Human Resources Update October 2011 Longevity Process, continued Important Note for those receiving an October 2011 longevity payment only if such employee had received an April 2011 longevity payment: If the effective date of the April longevity payment reflects any date other than April 1, 2011, the system did not identify those employees for processing in October.
33 Human Resources Update October 2011 Longevity Process, continued Reminder: Longevity payments for those in the EX pay plan are not updated using the longevity process. Additional pay will need to be manually entered.
34 Human Resources Update Longevity Process after October 2011 Currently working on implementing the changes resulting from the SEBAC agreement and those identified through Item 1707-E as they impact the April 2012 payment.
35 Human Resources Update Longevity Process after October 2011, continued Do not enter a date into the Longevity Date field for any employees hired on or after 7/1/2011 who are not eligible for longevity payments. Ensure the date is removed for any employees you may have already hired on or after 7/1/2011 if they are not eligible for longevity payments.
36 Human Resources Update Common Issues When submitting a ticket: Include Record Numbers on all Job Data requests. For part-time employees, include hourly rate as well as bi- weekly adjusted rate on all requests for Pay Rate Changes and Data Changes to hours worked. Before requesting leave insertions, review Job Data to ensure your request is accurate, clear and specific. Include Action Reason on requests for corrections to an effective date.
37 Human Resources Update Common Issues, continued Training Classes: Agencies are NOT to use the Probation Date field as a “tickler” to indicate eligibility to use vacation leave or PL (i.e., after six months) as this is not the appropriate usage of this field and, therefore, is incorrect. Doing so also results in a lot of unnecessary confusion about ‘permanent status’. The length of the WTP for those in training classes equals the length of the training period. Enter this date in the Probation Date field. Do not enter a date in the Appointment End Date field for those in training classes.
38 Human Resources Update Common Issues, continued Red-Circling a Position: In Position Data, add a row. Enter appropriate effective date. Choose Reason Red Circled Position (RCP). On Description Tab, Title Field, enter “RC” after the title. It will highlight yellow.
39 Human Resources Update
40 Human Resources Update Common Issues, continued In Job Data, add a row. Enter appropriate effective date. Enter Action Reason: Data Change/General Data Change. Document action in Notepad. The Job Title on Work Location Tab will now include “RC”. It will not show on the title on Job Information Tab.
41 Human Resources Update
42 Human Resources Update
43 Human Resources Update Common Issues, continued Transfers in Own Position Losing agency obtains Dept ID, Location Code, and Combination Code from gaining agency. Enters position action: Position Change/Transfer to a New Agncy/Dep using above information. Once position action is approved, enters job data action: Data Change/Employee Transfer Out using same effective date.
44 Human Resources Update Common Issues, continued Transfers in Own Position, continued Gaining Agency completes Transfer/Rehire Request form and submits to DAS enters Job Data action: Data Change/Position TrnsfNewDept/Agency/Loc using the same effective date and notifies both agencies of completion. Gaining Agency ensures accuracy of information. Any corrections are made via Data Change/General Data Change, using same effective date, effective sequence 2.
45 Human Resources Update Common Issues, continued Transfers To New Position Losing agency enters Job Data action: Data Change/Employee Transfer Out. Gaining agency completes Transfer/Rehire Request form and submits to DAS enters Transfer action in Job Data using the appropriate Reason Code. Gaining Agency ensures accuracy of information. Any corrections are made via Data Change/General Data Change, using same effective date, effective sequence 2.
46 Human Resources Update Common Issues, continued For all transfer actions it is important to enter comments regarding the transfer details Always include the salary calculation in the Notepad
47 Human Resources Update Common Issues, continued Always call DAS, Pauline Mahoney, before entering a new record for an active employee DAS researches to determine need for creating a new record
48 Human Resources Update System Upgrade The upgrade is coming! Think ahead and try to address any upcoming agency needs now. Everyone MUST log tickets. s and phone calls cannot be accepted when requesting assistance.
49 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy, Araceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
50 Time and Labor Update Time and Labor Tickets When sending in a ticket please be sure to include the employee number and record number If including a schedule request please make sure only the schedule you are requesting is on the Schedule Template
51 Time and Labor Update Comp Time Issues Agencies have cleaned up monthly comp time issues report New employees may appear on the report in the future During the upgrade comp issue fixes may be greatly delayed Please only include one employee per ticket to allow for quicker turnaround
52 Time and Labor Update New Time and Labor Reports Monthly Accrual Difference -Shows difference between current and previous month’s accrual -Audit tool to ensure employees reach accrual thresholds at appropriate time
53 Time and Labor Update New Time and Labor Reports, continued Deleted Vacation Time -Displays employees with deleted vacation time during the time period selected or beyond -To find employees who may be erroneously deleting vacation time -Select current pay period for deleted vacation time in following pay period -Select greater date range to identify patterns of erroneous timesheet changes
54 Time and Labor Update Updated Report Expired Comp and Holiday Report CTTLR356 -Will consistently report time that has expired -Can request any time period: past or future -When employee becomes inactive in a non- expiring plan and the balance is not zeroed out, old balance will be indicated with pSw (plan switch) next to the expiration date
55 Time and Labor Update Updated Report, continued
56 Time and Labor Update Enhancement to TL Page View Employees in Groups page Will only display active employees Self Service Approvers will not see terminated employees Reporting from EPM will still display terminated employees Time and Labor > View Time > Time Reporters in Groups
57 Time and Labor Update Self Service Attendance Report now available to self service employees Employees can run the report for their own attendance Up to one year’s worth of attendance on each report Can choose to include accrual/comp time information
58 Time and Labor Update Overtime TRC A change to the timesheet will be implemented beginning 10/21/11 The overtime code OT1FO will no longer be available on the timesheet (can still use OT15) Overtime will be processed by rules The FLSA payment will automatically be calculated
59 Time and Labor Update Combo Codes Prior period combo code changes on the Timesheet that produce no pay change Previously informed agencies this could be done Transactions with no pay attached are not processed by Payroll Module
60 Time and Labor Update Combo Codes, continued Time and Labor (payable time) changes are processed correctly Zero paycheck transactions are not picked up Financial transactions are zero Other earnings in the pay period are distorted with regards to funding
61 Time and Labor Update Combo Codes, continued Best Practice! Combo code changes can be made in Adjust Paid Time for attendance purposes Funding changes must be made directly in Financials Use Spreadsheet Journal Entries
62 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy, Araceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
63 EPM Update New Reporting Table Compensatory and Holiday Plan Time Reporting Table (CTW_COMP_TIME) This new Reporting Table includes all employees assigned to compensatory and holiday plans, the hours earned, hours used and current balances. Four (4) new queries that use this new reporting table have been developed to assist agency staff in auditing employees’ Compensatory Time and Holiday Plan(s), associated usage and balances:
64 EPM Update New Reporting Table/Public Queries CT_CORE_HR_COMP_TIME_BAL_BY_EE Returns an employee’s Compensatory Time and Holiday Plan(s), associated usage and balances. CT_CORE_HR_COMP_TIME_BAL_DEPT Returns Compensatory Time and Holiday Plan(s) for all active employees, associated usage and balances by department for a specified date range. CT_CORE_HR_COMP_BAL_ALL_DEPT Returns all employees, including terminated, by department with a Comp/Holiday plan balance greater than zero hours. CT_CORE_HR_COMP_PLAN_ACTIVE_EE Returns all Compensation Time & Holiday Time plans and associated balances for active employees for a specified agency.
65 EPM Update New Reporting Table Time and Labor Comments Table (CTW_TLTR_COMMTS) This new Reporting Table holds the comments associated with an entry on an employee’s timesheet. The reporting table returns the Employee ID, record number, name, date, time reporting code (TRC), and operator ID associated with the comment.
66 EPM Update New Reporting Table/Public Queries Time and Labor Comments Table (CTW_TLTR_COMMTS) CT_CORE_HR_TL_RPTDTIME_COMMNTS Query returns timesheet entries with and without comments for employees in an agency.
67 EPM Update New Public Query CT_CORE_DOIT_LMS_VW This new query mirrors the data used to populate the Learning Management System (LMS). This query is to be used only by those agencies participating in the LMS program (DDS, DAS, DCF, DVA, DOT, OPM, DEP, DOC, SDE, DOL, DSS, DMV, FPC).
68 EPM Update Enhancements Job Code Table (CTW_JOBCODE_TBL) Effective Date logic enhanced to return Max Effective Date for the following fields: CT_PROTECT_FLAGDESCR (Jobcode) EEO4CODEEEO6CODE JOB_FAMILYJOB_FUNCTION MANAGER_LEVEL
69 EPM Update Enhancements, continued Partitioned Tables To enhance performance, queries using the following reporting tables should place criteria upon the partitioned data fields. CTW_PAY_EARNSPAY_END_DT CTW_TL_RPTDTIMEDUR CTW_YTD_PAYRLBALANCE_YEAR & BALANCE_PERIOD For a complete list of partitioned tables, click on the EPM Partitioned Table job aid at Partitioned Tablewww.core-ct.state.ct.us/epm/jobaids/index.html
70 EPM Update Enhancements, continued PLAN_TYPE Descriptions of all existing and historical benefit plans have been added. Users can choose from a list of plan types when setting criteria upon the data field. Also, users can choose the long form of translate values to display the plan’s full description.
71 EPM Update Enhancements, continued EPM Website—New Links New EPM Public Queries Lists queries created within last six months EPM UPK Support Page
72 EPM Update Training EPM Training Courses Still Available Before the Upgrade! Register before October 31, EPM Training Courses Query Introduction (Half-Day) HRP 090 Query Basics HRP 100 Advanced Query HRP 200
73 EPM Update Training, continued NEW! EPM User Productivity Kit (UPK) EPM UPK exercises have been developed to introduce users to the Query Manager tool as well as the basic fundamentals of query. These are intended to supplement existing EPM training courses, providing an opportunity for EPM users to become acquainted with and to practice ad- hoc query development and execution on their own. The EPM UPK exercises can be found by logging into Core-CT under the Core-CT links section or by logging onto the Core-CT website and clicking the link for User Productivity Kit (UPK), EPM UPK Support Page.
74 EPM Update Training, continued NEW! EPM User Productivity Kit (UPK)
75 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy, Araceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
76 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy Key MessagesSue Martin Questions & DiscussionAll
77 Benefits Update Benefit Plan Changes As of October 1, 2011 there are a number of updates to health benefits 100% Coverage for Recommended Preventive Care Pre-Certification Requirements Emergency Room Visit Co-Pays Prescription Drug Changes Health Enhancement Program
78 Benefits Update 100% Coverage for Recommended Preventive Care In-network well child visits and immunizations are already covered by our plan with no co-pay. As a result of the Affordable Care Act, preventive care for adults is now 100% covered with no co-pay as well, for in-network providers. For a full list of these covered services, visit: provisions/services/lists.html
79 Benefits Update Pre-Certification Requirements Pre-Certification is required before you have a diagnostic imaging procedure such as an MRI, CT, CAST, or PET scan. –If an employee is using an in-network provider, the provider will take care of this for them. –If the employee is using an out-of- network provider, they are responsible for getting pre-certification.
80 Benefits Update Emergency Room Effective October 1, 2011, employees will pay a $35 co- pay for emergency room visits, unless they are admitted to the hospital from the emergency room or there was no reasonable medical alternative. Co-pays for the use of urgent care and walk-in clinics will be the same as the plan’s office visit co-pay.
81 Benefits Update Prescription Drug Changes As of October 1, 2011, maintenance medications must now be filled in 90- Day increments and must be filled in accordance with the state’s new Maintenance Drug Network Employees and their dependents will be able to get one 30-Day fill of their medication at any participating pharmacy after October 1 st. After that date, they will have two choices: –Receive their medication through the Caremark mail-order pharmacy, or –Fill their medication at a pharmacy that participates in the state’s new Maintenance Drug Network Currently all CVS pharmacies, Stop & Shop pharmacies, Big Y pharmacies, Price Chopper pharmacies, and ShopRite pharmacies are confirmed as participating Other participating pharmacies are available on the Comptroller’s website:
82 Benefits Update Prescription Drug Changes, continued A list of maintenance medications is posted at Prescription drug co-pays are as follows as of October 1, 2011: Co-Pays for medications used to treat chronic conditions are on a reduced schedule, covered later in this presentation. For…Maintenance Drugs 90-Day Supply Non-Maintenance Drugs 30-Day Supply Tier 1 Generic Drug $5 Tier 2: Preferred Brand- Name Drug $10$20 Tier 3: Non-Preferred Brand-Name Drug $25 ($10 if the physician certifies the non-preferred brand-name drug is medically necessary) $35 ($20 if the physician certifies the non-preferred brand-name drug is medically necessary)
83 Benefits Update Health Enhancement Program The revised 2011 SEBAC Agreement outlined the development of a program called the Health Enhancement Program (HEP): –Those that choose not to enroll in the Health Enhancement Program will pay $100 per month more for their “Standard Plan” Enrollment and will pay a $350 per individual ($1,400 per family) in-network medical deductible for non-copay procedures. –New Hires and those becoming newly benefits eligible will complete a manual HEP enrollment form. That completed form will be sent to the OSC Central Benefits Unit for processing. –Those that did not enroll during the 2011Open Enrollment or upon their benefits eligibility date will not be able to do so until the next Open Enrollment period.
84 Benefits Update Health Enhancement Program Requirements When an employee enrolls in the Health Enhancement Program they and their enrolled dependents will need to get age-appropriate wellness exams and screenings in accordance with “Attachment B” of the SEBAC Agreement. –These exams and screenings are designed to provide early diagnosis and appropriate education to employees and their enrolled family members to help them stay healthy, and, if ill, to treat their illness. For those enrolled in FLES, if one of the two employees chooses to enroll in HEP, then both parties must enroll. –This will be monitored on a Central level.
85 Benefits Update Chronic Conditions Any enrolled member diagnosed with one of the five (5) chronic conditions outlined in the SEBAC Agreement must take part in an educational and counseling program. –Those conditions are Diabetes, Chronic Obstructive Pulmonary Disorder or Asthma, Hypertension, Hyperlipidemia (high cholesterol), or Coronary Artery Disease (heart disease/heart failure). This education and counseling programs consist of the following: –Phone contact from a health care counselor from their medical insurance carrier; –Receiving materials to help the individual to better understand and control or eliminate the disease condition; –Being provided with a variety of on-line and/or printed support tools and materials to further assist them. Individuals with one of these five conditions will not have a co-pay for office visits related to their chronic condition.
86 Benefits Update Chronic Conditions, Continued For those enrolled in the Health Enhancement Program, maintenance medications used to treat one of the five chronic conditions covered by the Program’s disease education and counseling programs cost less: –$0 co-pay for Tier 1 (Generic) –$5 co-pay for Tier 2 (Preferred Brand Name) –$12.50 co-pay for Tier 3 (Non-Preferred Brand Name) There is zero co-pay for medications and supplies used to treat diabetes (Type 1 and Type 2).
87 Benefits Update Chronic Conditions, Continued If an employee and all of their enrolled dependents comply within a given plan year with their commitment to the Health Enhancement Program, and if either the employee or one of their enrolled dependents is diagnosed with one of the five chronic conditions, and they participate in a disease education and counseling program, that employee will receive $100. The pay is the same regardless of the employee’s class coverage or the number of enrolled dependents with a chronic condition.
88 Benefits Update Health Enhancement Program Example M. PloyeeSandy PloyeeSuzy PloyeeBilly PloyeeMary Ployee 52 Years Old46 Years Old21 Years Old18 Years Old9 Years Old Diagnosed with Hyperlipidemia Taking a Generic Statin daily Type 2 DiabeticNo Health Conditions Not Enrolled in Dental Asthmatic Taking a brand name drug daily No Health Conditions
89 Benefits Update Frequently Asked Questions Will everyone get new cards? No. There will be no new cards issued unless an employee switched their benefit plan election during Open Enrollment. Who will track compliance? The health insurance carriers: Anthem, Oxford, Cigna and UnitedHealthcare. How is compliance tracked? Through claims data. No information related to an individual’s health status or condition will be provided to the State of Connecticut. What if an employee has already completed a screening prior to October 1, 2011? The health insurance carriers will be able do a look back at claims on record.
90 Benefits Update Frequently Asked Questions, continued Will employees be reminded of what they need to do? Once per year a reminder notice will be sent out to employees that enrolled in HEP that haven’t completed their required screenings and exams. What if they’re reminded to do a screening they’ve already completed? They would need to contact their health insurance carrier to “self-report” the screening. A method for “self-reporting” is currently being developed. What if, after being reminded, an employee and/or one of their enrolled dependents still do not schedule their required screenings? They will be deemed noncompliant. They will be removed from HEP for the following benefit year and will have to pay the $100 monthly STPLAN deduction and $350 in-network deductible for each enrolled dependent. What if an employee wants to opt-out of the program? They will have the option to opt-out during Open Enrollment each year. They will then be responsible for the $100 monthly STPLAN deduction and $350 in- network deductible for each enrolled dependent.
91 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsAraceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
92 Benefits Update Health Enhancement Program (HEP) Pursuant to the SEBAC agreement HEP’s effective date is 10/1/11. Current employees not enrolled in HEP as of 9/23/11 will be enrolled in the Standard Plan and will be subject to the $100 STPLAN deduction. The first STPLAN deduction will be included in the 10/7/11 check date. For those employees who enrolled by 9/23/11, Core-CT automatically loaded a file with the selected employee’s choice to the new Core-CT HEP Tracking Page.
93 Benefits Update HEP, continued New Hires after September 23rd will need to be manually processed in the HEP Tracking Screen by the OSC Central Benefits Unit. New Hires will need to affirmatively elect their HEP enrollment with their HR office via their benefits enrollment paperwork. Once the agency has the employee’s HEP enrollment paperwork (Form CO-1314), the agency must forward the paperwork to OSC CBU for manual processing.
94 Benefits Update HEP, continued If an employee does not submit a HEP enrollment form to their agency, the agency must provide this information to the OSC CBU so CBU may manually enroll the employee as “Not Enrolled” on the HEP Tracking Page. The agency may then set-up the employee $100 STPLAN deduction. Agencies will be allowed view only access to the Core- CT HEP Enrollment and Tracking Pages. The Path to the HEP Tracking Page is: Benefits>Enroll In Benefits>HEP Tracking>HEP Enrollment
95 Benefits Update HEP, continued
96 Benefits Update HEP Values There are four values that per the employee’s choice will appear on the Core-CT HEP Page: HEP Enrolled: Employee has affirmatively elected HEP. HEP Not Enrolled: Employee has not chosen to elect or not elect HEP (in other words the employee has done nothing). This election will default the employee to the Standard Plan and the $100 monthly premium will be applicable. HEP Waived: Employee has affirmatively elected to not enroll in HEP. This election will default the employee to the Standard Plan and the $100 monthly premium will be applicable.
97 Benefits Update HEP Values, continued HEP Values, Continued Not Applicable An employee who is not eligible for benefits Ex. Student Worker. An employee who is eligible for benefits, however is not enrolled in medical insurance. Ex. Employee and spouse both work for the State. Spouse however is a retiree and the employee is under the spouse retiree coverage. An employee who is eligible for benefits and enrolled in medical benefits however not subject to HEP. Ex. Graduate Assistant.
98 Benefits Update HEP, continued
99 Benefits Update HEP, continued Any employee who is hired after 9/23/11 and opts out of HEP, will be enrolled in the Standard Plan. The agency must then set-up the STPLAN general deduction to account for the additional $100 monthly premium (You may refer to the Payroll slides that reference this item).
100 Benefits Update HEP – Benefits Billing Benefits Billing – Standard Plan Manual Charge Adjustments For those employees who need to receive the Standard Plan deduction the agency must enter a manual charge adjustment in Billing for the $100 STPLAN premium. Keep in mind that once bills are calculated, charge adjustments must be entered before bills are printed. This will enable the STPLAN additional premium to be captured on the bill.
101 Benefits Update HEP – Benefits Billing Note: The premium amount will not show up as STPLAN on the Benefits Bill rather it will show up as an additional $100 to the employee’s medical deduction. The Post Date should reflect the date as the first of the month within a billing period. The Adjustment Amount should reflect the $100 STPLAN Deduction. The Adjustment Description should reflect the comments listed as: STPLAN additional premium amount - $100.
103 Benefits Update HEP – Benefits Billing Benefits Billing – STPLAN Manual Charge Adjustments Continued In order for the bills to print the STPLAN Additional Premium comments, these must be added on the Request Hold/Alternate Address Screen within the Manage Acct Status and Balance link: Path: Benefits>Benefits Billing>Manage Acct Status and Balance>Request Hold/Alternate Address The Effective Date should reflect the date as the first of the month within a billing period. The Country should be listed as USA. In the comments section, the agency should enter: STPLAN additional premium amount - $100. In the Print Comments Section, “On Every Statement” should be selected.
104 Benefits Update HEP – Benefits Billing
105 Benefits Update HEP – Benefits Billing Benefits Billing, Continued Your printed bill should look like this:
107 Benefits Update HEP – Arrears Processing Arrears Processing If an employee does not have enough net to cover the STPLAN deduction, the deduction will be automatically included in the arrears processing. Similar to the health benefits arrears processing, the maximum limit is set to $60. This functionality is currently being tested to ensure that the process runs similar to the health benefits arrears processing.
108 Benefits Update HEP – Billing and Remit Recovery Process Billing and Remit $100 Premium Recovery Process If the agency needs to recover a $100 STPLAN deduction, the current manual override process may be used. Similar to the health insurance manual overrides, these must be forwarded to the OSC Central Benefits Unit for processing at
109 Benefits Update Future HEP Processing During the following years’ open enrollment, employees have the option of changing their HEP election. During the next open enrollment, employees will default in to their current HEP coverage. The health carriers will send a file which will indicate any HEP enrolled employees who are in non-compliance. Note: If an employee is deemed to be in Non-compliance they will be switched to the Standard Plan and incur the $100 additional monthly premium (STPLAN deduction) for the following year.
110 Benefits Update Future HEP Processing, Continued Important!!! The carrier files will not include any employee or dependent health information. The files will only include a change in HEP enrollment status.
111 Benefits Update Future HEP Processing, Continued Auto Queries Auto queries are in the process of being developed to assist agencies in tracking an employee’s HEP participation for accuracy. For example: An employee who is enrolled in HEP however has the STPLAN deduction in error.
112 Benefits Update Benefits – Lay Offs –Any employee who was laid off in August 2011 will be removed from Benefits as of December 1, 2011 Laid off employees are entitled to benefits during the month of layoff and the three months subsequent to layoff. However, agencies must enroll these employees in Benefits Billing in order to have their benefits continue for the next 3 months. Questions on Benefits Billing enrollment may be directed to the OSC Central Benefits Unit (860) –Any employee who was laid off and subsequently re-hired will process fine at the agency level. Keep in mind: Re-hired employees have the option to change benefits at the time of re-hire.
113 Benefits Update Benefits – Lay Offs, Continued Notification: System Limitation Any laid off employee who has anything other than a re-hire event (such as a FSC) will have their benefits incorrectly terminated as of the first of the month following the event date. Any laid off employee who has been re-hired will have their benefits incorrectly terminated as of December 1, These instances are being monitored and will be corrected at a Central Level.
114 Benefits Update 3% OPEB Deduction 3% Retiree Health Fund Contributions - Tracking Core-CT is in the process of creating a mechanism to track the 3% Retiree Health Fund Contributions (OPEB deductions). Further Information will be made available once the system has been configured.
115 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy, Araceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
116 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 20, 2012, 1:30pm - 4:30pm and Wednesday, March 21, 2012, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive
117 Agenda WelcomeSue Martin Business Process Updates PayrollShirley Galka, Shelley Mosig Human ResourcesDeb Atkinson Time and LaborBelinda Thibedeau EPMDaniel Moreland BenefitsRae-Ellen Roy, Araceli Alvarez Key MessagesSue Martin Questions & DiscussionAll
118 Questions/Discussion Thank you for your participation!