State of Connecticut Core-CT HRMS Users Group Meeting April 8 & 9, 2008

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Shirley Galka Human Resources Lina Simonu Time and Labor Belinda Thibedeau Benefits Marilee Gagliardo and Bill Morico Key Messages Questions & Discussion All

BOSS/TAS Data Retention Old Business BOSS/TAS Data Retention Survey Results – of 44 responses from former TAS users: All 44 use Attendance Reports 25 use TAS for audits 9 use TAS for Retroactive Adjustments 10 use TAS for Retirement Leave payouts 34 use TAS for Retirement Service calculations

BOSS/TAS Data Retention, continued Old Business BOSS/TAS Data Retention, continued Next Steps: Agency notification is planned Working group meeting based on survey volunteers – tentatively scheduled for 4/23/08 Summary to be drafted to define retention scope and identify alternative methods of data retention

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Shirley Galka Human Resources Lina Simonu Time and Labor Belinda Thibedeau Benefits Marilee Gagliardo and Bill Morico Key Messages Questions & Discussion All

Earn Codes / Time Reporting Codes - Processing Notes Payroll Update Earn Codes / Time Reporting Codes - Processing Notes Earnings code configuration – Set up for specific earn codes; may be Either Hours or Amount OK Time Reporting Codes – Set up is specific for each code or TRC For example: XMCUA (TRC) Military call-up – amount XMCUH (TRC) Military call-up – hours Both are mapped to earnings code MCU - Either Hours or Amount OK Once an amount or hours is utilized in terms of the selection of TRC, it should not be changed after the fact. It will create a payroll error message and, unless corrected, will prevent payment to the employee.

Deceased Employees’ Wages Payroll Update Deceased Employees’ Wages DT - YEAR OF DEATH SALARY: Pay all earnings owed (except sick) when the payment is made in the same year the employee died. It is NOT subject to Federal or State withholding tax. It IS subject to FICA, Medicare, and Retirement.

Deceased Employees’ Wages, Continued Payroll Update Deceased Employees’ Wages, Continued DT2 - YEAR OF DEATH SICK: Used to pay lump sum Sick payment when payment is made in the same year the employee died. It is NOT subject to Federal or State withholding tax or retirement contributions. It IS subject to FICA and Medicare.

Deceased Employees’ Wages, Continued Payroll Update Deceased Employees’ Wages, Continued DT3 - YEAR AFTER DEATH SALARY: Used to make a salary payment (except Sick) when payment is made in the year after the employee died. It is NOT subject to Federal or State withholding tax, FICA, or Medicare. It IS subject to retirement contributions. AS THIS SCREENSHOT EXEMPLIFIES, AN OVERRIDE COMBO CODE WAS ATTACHED TO THIS ADDTL PAY TRANSACTION.

Deceased Employees’ Wages, Continued Payroll Update Deceased Employees’ Wages, Continued DT4 - YEAR AFTER DEATH SICK: Used to make a lump sum sick payment when the payment is made in the year after the employee died. It is NOT subject to Federal or State withholding tax, FICA, Medicare, or retirement contributions. AS THIS SCREENSHOT EXEMPLIFIES, AN OVERRIDE COMBO CODE WAS ATTACHED TO THIS ADDTL PAY TRANSACTION.

Deceased Employees’ Wages, Continued Payroll Update Deceased Employees’ Wages, Continued Final Note: All payments should be made before any action is taken on job to terminate the employee. This is a time sensitive matter inasmuch as the job action is what triggers a COBRA event. AS THIS SCREENSHOT EXEMPLIFIES, AN OVERRIDE COMBO CODE WAS ATTACHED TO THIS ADDTL PAY TRANSACTION.

Please take note – Confirm for 12/5/08 check Payroll Update Scheduling Notes Please take note – Confirm for 12/5/08 check Will take place on Wednesday, November 26, 2008 There will be no pay line adjustments on Wednesday, November 26th System lockout will be in force at 7:00 p.m. on Tuesday, November 25th System access will be available on Sunday, November 23rd THE SYSTEM BRINGS BACK THE LAST ACTION ON THE JOB DATA OVERRIDE WHICH IN THIS CASE IS A COMBO CODE FROM THE 2004 ROW AND THE PREVIOUS EMPLOYER. DELETE THIS COMBO CODE AND OVERRIDE WITH ANOTHER COMBO CODE SPECIFIC TO YOUR AGENCY OR LET THE COMBO CODE DEFAULT FROM JOB DATA.

Scheduling Notes, Continued Payroll Update Scheduling Notes, Continued Please take note – Confirm for 1/2/2009 check Will take place on Wednesday, December 24, 2008 There will be no pay line adjustments on Wednesday, December 24th System lockout will be in force at 7:00 p.m. on Tuesday, December 23rd System access will be available on Sunday, December 21st THE SYSTEM BRINGS BACK THE LAST ACTION ON THE JOB DATA OVERRIDE WHICH IN THIS CASE IS A COMBO CODE FROM THE 2004 ROW AND THE PREVIOUS EMPLOYER. DELETE THIS COMBO CODE AND OVERRIDE WITH ANOTHER COMBO CODE SPECIFIC TO YOUR AGENCY OR LET THE COMBO CODE DEFAULT FROM JOB DATA.

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Shirley Galka Human Resources Lina Simonu Time and Labor Belinda Thibedeau Benefits Marilee Gagliardo and Bill Morico Key Messages Questions & Discussion All

Human Resources Update Fiscal Year End Fiscal Year End process updates the Budget year in the Combination Code from 2008 to 2009. 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 6/6/2008.

Fiscal Year End Tasks – Important Reminders Human Resources Update Fiscal Year End Tasks – Important Reminders Cleanup of Recycled and Denied positions should be completed prior to June 4, 2008. Update the row and send back through the approval process if approval is required. Request Central 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.

Fiscal Year End Tasks – Important Reminders, Continued Human Resources Update Fiscal Year End Tasks – Important Reminders, Continued Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 4, 2008. Any positions in proposed status will not be updated for Fiscal Year End. Positions that are in the approval 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.

Fiscal Year End Tasks – Important Reminders, Continued Human Resources Update Fiscal Year End Tasks – Important Reminders, Continued Agency Position Specialists should identify positions needing a change in FUND, SID or Distribution Percentage of FUND or SID effective 6/6/2008 and should submit those changes for approval in April or early May.

Fiscal Year End High Level Sequence of Events Human Resources Update Fiscal Year End High Level Sequence of Events Position file will be transferred to OPM on June 4, 2008. OPM will review and forward to Agencies’ Financial and HR units on June 6. Once file is returned to OPM, OPM will return file to Core-CT on June 13, 2008 with the new budgeting information for all positions. Agency Position Specialists will have view only access in Position Data from June 16th to close of business June 20th. The new budgeting information will be loaded into Core-CT the week of June 16th and a new row dated June 6, 2008 will be inserted into the Position.

Fiscal Year End High Level Sequence of Events, Continued Human Resources Update Fiscal Year End High Level Sequence of Events, Continued Project Agencies (DOT, DEP, ITD, DPW, DPH, CSC) will have new project combination codes available June 6, 2008, effective June 6th. Non Project Agencies will not have new combination codes available until June 17th, effective June 6, 2008.

Fiscal Year End Assistance Human Resources Update Fiscal Year End Assistance The HRMS Fiscal Year End Job Aid is available at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm

Human Resources Update Longevity Final Process ran on April 4, 2008. Longevity Date has been updated. Additional Pay values have been loaded. Review your Exceptions for updates.

Human Resources Update Longevity, Continued Reminder: If an employee is NOT entitled to the longevity payment and the Additional Pay row is loaded The agency must add in a new row to Additional Pay to terminate the payment. If the agency cancels the payment through Central Payroll, the system will continue to issue the longevity payment until the Additional Pay row is terminated.

Employee Class – New Values Human Resources Update Employee Class – New Values Employee Class = Employee Appointment Type Probationary Period New Codes for Initial Working Test Period IC - Probation Initial Period Class IU - Probation Initial Period Uncls Usage began on 3/14/2008 Do not change existing values

Employee Class – New Values, Continued Human Resources Update Employee Class – New Values, Continued Probationary Period Existing Codes for other than initial Working Test Period PB - Probation Period Classified PU - Probation Period Unclassified Do not change existing values

Performance Evaluations Human Resources Update Performance Evaluations New and existing Service Rating (Reason Code) values Unsatisfactory Service Rating Fair Service Rating Excellent Service Rating Good/VeryGood/SuperiorServRat Satisfactory Service Rating Add a row in job data and use Action of Data Change Reportable in EPM

Human Resources Update Action Code Action – Position Data Hard edit has been created to prevent usage in Job Data. Should only be used in Position Data.

Position Data – Detailed Position Description Human Resources Update Position Data – Detailed Position Description Completing “Detailed Position Description” field: If you type your remarks first in Microsoft Word and then paste it into the field, occasionally apostrophes and dashes change to upside down question marks. Use your Microsoft Notepad first to type your remarks and then paste it into the section.

Human Resources Update Rehiring an Employee Rehiring an employee early: If an employee was terminated (example: 9/15/2006) Is being hired by another agency and the entry is done early by DAS (example: hired 4/11/2008 but entered on 4/07/2008) Both agencies will be able to view the record until the morning of 4/11/2008. Then only the new agency will be able to view the record.

Human Resources Update Transfers Remember to follow this format when submitting requests to DAS Central Audit Unit. Employee Name Employee Number Employee Record Number (even if only one exists) Effective Date Action: (i.e., Transfer or Rehire)

Human Resources Update Transfers, Continued Reason (e.g., Promotion, Demotion, etc.) Position Number Empl Class: (i.e., Probation Period Classified) E-mail Address of Losing Agency Contact Phone Number of Gaining Agency Contact

Transfers to a Limited Scope Agency Human Resources Update Transfers to a Limited Scope Agency Limited Scope agencies do not use the Time and Labor module in Core-CT – UCONN, UCHC, LEGMN, JUDCL If an employee is transferred to one of these agencies, make sure their leave balances are zeroed out in their last paycheck and terminate their Leave Plans so the balances do not appear on future paychecks. Gaining agency should do this if losing agency is not able to.

Transfers to a Limited Scope Agency, Continued Human Resources Update Transfers to a Limited Scope Agency, Continued If gaining agency needs to zero the balances, it must be done in Additional Pay prior to the Leave Plans being terminated. Limited Scope Agencies will need to log a ticket with the Time and Labor Team to have Leave Plans terminated.

New and Updated Job Aids Human Resources Update New and Updated Job Aids Location and Time and Labor Group Template Action/Action Reason Code Employee Class Located at: http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Shirley Galka Human Resources Lina Simonu Time and Labor Belinda Thibedeau Benefits Marilee Gagliardo and Bill Morico Key Messages Questions & Discussion All

Accrual Award for both ways will fluctuate! Time and Labor Update Part Time Accruals Part time accruals awarded two ways: Based on Hours Worked in the month Based on Schedule for the month Accrual Award for both ways will fluctuate!

Part Time Accruals, Continued Time and Labor Update Part Time Accruals, Continued To obtain the same accrual every month: Same number of hours worked (scheduled) each day and hours must be Monday – Friday Use no accrual plans and enter award on timesheet Review Handout

Vacation Payout: Time and Labor Update Vacation & Sick Payout It is recommended that payout be done on the Timesheet Use time reporting code VAP (as a negative) Vacation time is paid and hours are deducted Can be done in Additional Pay using earn code VPH (as a negative) - there is no validation

Vacation & Sick Payout, Continued Time and Labor Update Vacation & Sick Payout, Continued Sick Payout: Payout must be done in Additional Pay Use earn code RSP (positive, enter hours) ¼ of Sick time is paid and all hours are deducted Can only process up to 240 days – hours in excess of 240 days must be deducted on the Timesheet using SKAD

Zero Out Accrual Balances Time and Labor Update Zero Out Accrual Balances It is recommended that balances be zeroed out on the Timesheet using appropriate adjustment code (PLAD, SKAD, VAD, CAD, HCAD) Must be done in last paycheck Enter on last day of pay period Balances will NOT be updated if there is no paycheck

Time that did not pass from Time and Labor to Payroll: Time and Labor Update Rejected Time Time that did not pass from Time and Labor to Payroll: Reported on CTTLR380 Time Not Loaded to payroll Department Payable Status Report (Rejected)

Rejected Time, Continued Time and Labor Update Rejected Time, Continued Reasons time is rejected: Too many rows of attendance Job Data inactivated retroactively Employee changed Paygroups in the pay period that is being processed (mid-period)

Rejected Time, Continued Time and Labor Update Rejected Time, Continued Rejected (RP) rows must be closed on Adjust Paid Time Once closed, rows will not be visible on page Re-enter to maintain attendance (RP time not on attendance reports) If cause is not rectified, payment must be made in Additional Pay and entries made in Adjust Paid Time

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Shirley Galka Human Resources Lina Simonu Time and Labor Belinda Thibedeau Benefits Marilee Gagliardo and Bill Morico Key Messages Questions & Discussion All

Key Dates for 2008 Open Enrollment: Benefits Update Open Enrollment July 1, 2008 Key Dates for 2008 Open Enrollment: May 19, 2008 – CTOE08 events will be in On-Demand Event Maintenance. June 6, 2008 – Employees should return completed Enrollment Statements to their employing agency by close of business. June 12, 2008 – Agencies must complete all data entry by close of business.

2008 Open Enrollment Processing Benefits Update 2008 Open Enrollment Processing General Information for 2008 Open Enrollment: All BAS Activity/Open Events must be processed by May 15, 2008. Events that have not been processed will be closed, not processed, centrally. Agencies should monitor the Open Event Query to assist in ensuring that these events are processed after the CTOE08 is populated in On-Demand Event Maintenance. Agencies must use Core-CT generated Enrollment Statements for any changes.

2008 Open Enrollment Processing, Continued Benefits Update 2008 Open Enrollment Processing, Continued The Healthcare Options Planner will be mailed to employees at the “HOME” address listed in Core-CT Personal Information Pages. Employees’ coverage will default to their current plans if no change has been requested. The 9/1/2008 GAOE08 open enrollment event will exist on each employee’s record. This event is only for UCONN and UCHC Graduate Assistants. Confirmation Statements should be issued to all employees who make changes.

2008 Open Enrollment Processing, Continued Benefits Update 2008 Open Enrollment Processing, Continued In the Update Dependent/Beneficiary screen, agencies must use the date that they are processing the CTOE08 event as the dependent’s effective date. (Note: Do not use 7/1/08 as the dependent’s effective date because the new dependent enrollment information will not be transmitted in the weekly change file to the carriers). Agencies who have employees who terminate or retire with an effective date of 7/1/08 must contact Sue Cavanaugh in Central HR at (860) 622-2451. This will ensure that coverage remains active through 8/1/08.

2008 Open Enrollment Processing, Continued Benefits Update 2008 Open Enrollment Processing, Continued The CTOE08 event should not be out of sequence in the Event Status Update screen in On-Demand Maintenance If manual or job data events affecting health benefits are entered with an event date prior to 7/1/08, agencies must reprocess the OE event by setting the Process Indicator back to “Assign program”. This will ensure that the carriers receive accurate enrollment information when the open enrollment event is processed centrally.

2008 Open Enrollment Processing, Continued Benefits Update 2008 Open Enrollment Processing, Continued For any employee who terminates prior to 7/1/08, agencies must reprocess the OE event by setting the Process Indicator back to Assign Program. The resulting Process Status of the OE event will be “Prep None” or “Pgm None” since the employee is no longer eligible for coverage.

Benefits Update Carrier Information Effective January 1, 2008, Pharmacare, our pharmacy benefit provider, changed its name to Caremark. New hires, rehires and employees making changes will get ID cards from Caremark reflecting this change. There is no impact on benefits as a result of this change.

VDSA – Medicare Voluntary Data Sharing Agreement Benefits Update VDSA – Medicare Voluntary Data Sharing Agreement All employers are required by Medicare to provide health insurance enrollment data which is used to coordinate benefits between Medicare and employer plans. Federal law requires that an employee health plan is the primary payer for most health claims for Medicare-enrolled employees and/or dependents. When Medicare determines that an employer plan is the primary plan, it will send a Medicare Secondary Payer (MSP) request to the employing agency, OSC, or the carrier.

VDSA – Medicare Voluntary Data Sharing Agreement, Continued Benefits Update VDSA – Medicare Voluntary Data Sharing Agreement, Continued Medicare sends the State approximately 2,000 individual requests every year to which we cannot respond. Medicare will demand payment within 30 days. If payment is not received within 30 days, the following will occur: The request is sent to the U.S. Treasury for collection, who turns it over to a private collection agency. If the payment is not paid or settled in a timely manner, the U.S. Treasury will attach any payments owed to the State of CT, not just the employing agency.

VDSA – Medicare Voluntary Data Sharing Agreement, Continued Benefits Update VDSA – Medicare Voluntary Data Sharing Agreement, Continued OSC, in conjunction with Core-CT, is designing a process to exchange healthcare enrollment data on a regular basis. This will satisfy the Medicare secondary payment data-sharing requirements. Allow Medicare to pay claims properly. Remove the burden from the State to research and reconcile old claim payments.

VDSA – Medicare Voluntary Data Sharing Agreement, Continued Benefits Update VDSA – Medicare Voluntary Data Sharing Agreement, Continued OSC must gather SSN’s and birth dates for approximately 5,000 dependents to prepare for this process. OSC will send a letter to affected employees requesting that the missing information be provided to the employing agency. Each agency will receive a list of employees who were sent a letter and the enrollment data that was requested. Agencies are responsible for entering the data in Core-CT.

Benefits Update Benefits Contact Information For questions regarding benefits, contact the Central Benefits Unit. Phone: (860) 702-3535 E-mail: osc.benefitcorrections@po.state.ct.us For questions regarding VDSA, contact Bill Morico. Phone: (860) 702-3539 E-mail: william.morico@po.state.ct.us

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Shirley Galka Human Resources Lina Simonu Time and Labor Belinda Thibedeau Benefits Marilee Gagliardo and Bill Morico Key Messages Questions & Discussion All

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, September 9, 2008, 1:30pm - 4:00pm and Wednesday, September 10, 2008, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive

Agenda Welcome Anne North and Sue Martin Business Process Updates Payroll Shirley Galka Human Resources Lina Simonu Time and Labor Belinda Thibedeau Benefits Marilee Gagliardo and Bill Morico Key Messages Questions & Discussion All

Questions/Discussion COMMENTS? FEEDBACK?