powerpoint presentation...•wt 1413 name will change from clothing tax to fringe benefits effective...
TRANSCRIPT
The following conference call is presented in audio and video and is being recorded.
If you have questions regarding any part of the content,
please contact:
Liz Brown
29/17/19
• OM/PA Updates
• Post LI Processing
• Parental Leave (The Action)
• Settlements, PD-14
• Payroll Updates
• WT 1413 Name Change
• New State Tax Colorado
• Time Updates
• Special Bonus FY19-20
• Other Management Approved Leave – New A/A Codes
• Benefits Updates
• LOA Status Category Change Updates
• Open Enrollment• State Health Plan Changes
• NC Flex Changes
• NC Flex Updates
39/17/19
• The LI Program was processed over the past weekend retroactive back to 7/1/2019.
• Thank you to the employees who worked late into the night on Friday the 13th and through the rest of the weekend to ensure eligible employees received their Legislative Increases.
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• ALL employees on LOA 7/1/2019 received the LI, regardless of pay status.
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• The system is now opened for September actions. The hard stop for actions is now at April 1, 2020.
• It is imperative that agencies review all LI actions and future dated actions for accuracy.
• Reports on future dated actions were supplied to agencies ahead of the processing and BOBJ reports can be run for the LI and other actions post processing.
• Keep in mind that September monthly payroll starts the day after tomorrow.
• You must put in a ticket in with BSS ASAP if any changes are required.
• We will give priority to overpayments.
• During this period, tickets that are not payroll urgent may not be worked as timely as usual.
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• Any salary impacting action with a date of 7/1/2019 or later must be reviewed for accuracy after the LI program runs. We anticipate very few manual corrections to be necessary due to the May 15, 2019, Interim Salary Administration Guidelines, which requires salaries to be set based on the New Hire Policy (no longer includes percentage increases). The LI program will add the dollar amount of the employee’s salary adjustment (LI) to any future dated (7/1/19 or later) salary impacting action. This will require review of ALL of these actions to ensure compliance with HR requirements and salary reserve availability.
• Note: Be sure to pay attention to the actions which reduce the employee salary (such as demotion or cancel acting pay). Please ensure this review is completed by September 18, 2019 in order to rectify any possible overpayments prior to September payroll finalization. When reviewing actions, it is acceptable for the adjusted salary to be outside of the posted recruitment range due to the retroactive LI.
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• If a salary impacting action increases for an employee due to the LI and the agency does not have sufficient funds to pay the increased cost of the salary impacting action, please submit a ticket to BSS marked as “Payroll Urgent” and include the employee’s personnel number, effective date of the action, original PCR # and correct salary amount in a ticket request to BSS marked as “Payroll Urgent.” Please note that the salary on the original PCR must be correct.• NOTE: If this occurs, the agency HR office is responsible for
communicating to employee(s). It must be noted that the employee will receive the LI on their June 30, 2019 salary; however, the post-legislative salary increase may not be adjusted due to funding availability.
• Also, the agency is responsible for ensuring this is consistently applied throughout the agency.
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• If a correction to the amount on a Salary Adjustment LI or other salary impacting action is necessary, a new replacement PCR must be created. When the PCR has been through the approval process, please request a ticket with BSS with the required information, and BSS will update the employee’s record.
• Since the LI effective date was so far retro, there are too many possible situations agencies may need assistance with to put on a slide. Any questions at all about how to go about handling an employee’s record, feel free to contact your BSS HR Representative…As Always!
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• On September 16, 2019, LI Salary and budget information will be available using the reports listed below. Both reports are in the Legislative Increase folder of the Office of State Controller’s (OSC) Business Objects Platform. They are:
• B0063: LI Position Summary – This summary report contains two views, detailed below.
• LI Position Summary Report provides a summary of budget information for all positions (vacant and filled) for the organizational unit(s) selected. It displays a summary of LIs applied to the employee and budgeted salaries, if applicable by the fund, totaled by business area, along with a grand total at the bottom of the report.
• LI Vacant Position Summary Report lists only the vacant positions for the organizational unit(s) selected. It displays the prior budgeted salary, budgeted salary increase (if applicable), current budgeted salary, and job minimum and maximum pay. A grand total is displayed at the bottom of the report.
• B0061 Legislative Increase Detail – This detail report displays information for the organizational unit(s) and LI effective year selected. The report lists the prior budget and employee salaries, the amount of the employee and budgeted salary increases, the current employee and position salaries, and the job minimum and maximum pay. The report totals are on the employees’ current salary for the organizational unit(s) selected.
• Report description documents containing instructions and details about how to generate these reports are located in the Help/Report Descriptions folder in the Business Objects platform or on OSC website:https://www.osc.nc.gov/bobj-helpdocs.
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• The budgeted salary of positions vacant on July 1, 2019, will remain the same. Vacant positions will not receive the two and one-half percent increase.
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• The Integrated HR-Payroll System Budget program that matches employee salary to budgeted salary; and updates vacant positions to job minimum was discontinued September 4, 2019 and resumed on Sunday, September 15.
• The complete policy can be found on the OSHR site: https://files.nc.gov/ncoshr/documents/files/Leave_Without_Pay_Policy.pdf
• Policy: Employees who are not eligible for leave under the FMLA Policy shall be granted leave during the period of the biological mother’s disability and may be granted additional leave for childbirth and adoptions.
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Paid Parental Leave is a Time Type (9238 or 9239) and…
LOA-Parental Leave (Not FMLA) is an action and reason.
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• An example of when this action could be used follows…but please take the time to read the entire policy on the OSHR website. If you have questions about the policy, please contact OSHR. If you have questions about the action, please contact your BSS HR Representative.
Sick Leave (9200) is a Time Type and…
LOA-Extended Illness is an action and reason.
• Gina has been a state employee for many years. Beginning on January 15 of 2019, she was on leave for an FML event to take care of a qualifying family member and exhausted all 480 hours of FML. She used leave/was in a pay status the entire time.
• On 9/15/2019, Gina gave birth to a healthy baby boy. The action that the agency will use for Gina’s time out to recover and take care of her baby will be (Z3) LOA-(06) Parental Leave (Not FMLA), as she will not be qualified for FML until January 15, 2020.
• Gina also qualifies for eight weeks of Paid Parental Leave. She will be exhausting this leave while she is out on LOA.
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• On behalf of OSHR, we would like to remind everyone that if you have to complete a PD-14 (Statement of Backpay), it is extremely important to always get the latest version of the document on the OSHR website.
• https://oshr.nc.gov/form-pd-14-statement-back-pay
• As with most OSC and OSHR forms, this is a best practice to ensure you have the most up-to-date document including any and all revisions.
• Another best practice is to get in touch with OSC prior to submitting the PD-14 for signatures and approvals to ensure your calculations are accurate.
• We will share more on settlements in the upcoming months.
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• WT 1413 name will change from Clothing Tax to Fringe Benefits effective 9/19/19.
• WT 1413 – Will add the fringe benefit to taxable wages and take out the tax. It will not pay the employee.
• Examples of a Fringe Benefit: Clothing, cell phone, internet, bundled voice/data, etc.
• Only input WT 1413 when an employee has gross earnings. If not, the employee will error out in payroll because there are no earnings to deduct the taxes calculated from the fringe benefit.
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• Validate that the employee work and reside in the state of Colorado before input.
• Confirm employee’s address is correct in IT0006.
• To set up Colorado State Tax for an employee key in a new CO record in IT0207 and IT0208 with the same effective date of the new address. IT0209 should remain NC as the Unemployment State.
• Delimit the current State Tax record on IT0210 if applicable. No new IT0210 record will be needed since CO has no W4 and uses the FED filing status and allowances.
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• Example:
IT0006 – Input New Address Change
IT0207 – Input New Residence Tax
9/17/1918
IT0208 – Input New Work Tax Area
IT0210 – Delimit current State Tax if applicable
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• The legislature granted 40 hours of Special Bonus Leave for FY2019-2020. Over the weekend, this quota was loaded for all eligible employees.
• This leave is the same as last year’s entitlement (Quota 57) and can be used retroactively to 7/1/2019 by recording A/A 9719.
• The wall date of 7/1/2019 will remain in place until 10/31/2019. This will allow agencies to change leave entries for employees if they would prefer to use A/A 9719 instead of other leave already recorded since 7/1/2019.
209/17/19
• OSHR is introducing new A/A types for Other Management Approved Leave. Currently, the A/A type for OMAL is 9540. A/A 9540 will be delimited as of 9/30/2019.
• Effective 10/1/2019, the following A/A codes will be available for Other Management Approved Leave. This will allow for better reporting on the various reasons why this leave is used.
• 9530 – OMAL – Non-Discretionary
• 9531 – OMAL – Discretionary
• 9532 – OMAL – Emergency Closing
• 9533 – OMAL – Relief Efforts
• 9534 – OMAL – Medical
https://files.nc.gov/ncoshr/documents/files/Other_Management_Approved_Leave_0.pdf
219/17/19
• iTEDIUM has completed the non-payment terminations for employees who did not pay the premiums for August coverage.• 69 employees had their State Health Plan coverage terminated
7/31/2019 for non-payment.
• These employees can re-enroll during Open Enrollment with an effective date of 1/1/2020.
• Employees who are invoiced from iTEDIUM for their health insurance coverage need to pay the premium due to iTEDIUM.• IMPORTANT: There were two (2) employees who returned to work in
August and were put back onto a Payroll Deduct Plan effective 9/1/2019. However, because they did not pay the premium for August coverage to iTEDIUM, their plans were terminated 7/31/2019. We cannot go back, and payroll deduct for a month the employee was invoiced to pay iTEDIUM.
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• November 2-19, 2019.
• Plan Changes will be effective 1/1/2020.
• Employees can login to ESS, go to “My Benefits” and click eBenefits – This will automatically take them to the enrollment platform.
• Employees can login to ESS, go to “My Benefits” and click eBenefits – This will automatically take them to the enrollment platform.
• Employees can call the Eligibility and Enrollment Call Center at 855-859-0966 and complete their enrollment over the phone.
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• State Health Plan:• All active members and any dependents will be enrolled in
the 70/30 Plan automatically.• Employees can enroll into the 80/20 Plan. Employee MUST
take action to enroll in this plan.• The tobacco attestation premium credit activity has been
simplified for tobacco users who want to reduce their monthly premium. Tobacco users must commit to visit a CVS MinuteClinic for at least one tobacco cessation counseling session by December 31, 2019, or risk losing the monthly premium credit. However, a voucher is no longer required!
• Employee premiums for 2020 will remain the same.• Employer premiums for 2020 are going from $518.64 to
$532.36 each month (this is different then the rate originally sent out).
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• 70/30 Plan:• Preventative Services will be covered at 100% (co-pays have been
eliminated).• Primary Care Provider (PCP) copay reduced from $45 to $30 when
you visit the PCP listed on your ID card.• Medical coinsurance and pharmacy maximums will be combined
into one maximum out-of-pocket amount.• Deductible and some copays have changed.
• 80/20 Plan:• Plan remains the same, with no changes to any out-of-pocket
amounts.
NOTE: For additional information regarding Open Enrollment for 2020, visit the State Health Plan/Open Enrollment link at: https://www.shpnc.org/2020-open-enrollment-active-members
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• NCFlex:• Dental Plan – Has a new classic option. All employees currently
enrolled in the high option will be moved to the classic option automatically. The 2020 rates for the classic option will be the same rates as the high option for 2019. The 2020 rates for the high option are increasing. To see these rates please refer to the NCFlex Enrollment Guide for 2020.
• Disability Plan – New plan for 2020. Premiums are based on your monthly salary and age as of January 1st. It is a combined Short-Term and Long-Term Disability Plan. Long-Term can be off-set by other income.
• Healthcare Flexible Spending Account – The Annual contribution amount is increasing to $2700.
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• EyeMed Support during Hurricane Dorian:• Members who lost, broke or damaged
eyewear due to the Hurricane Dorian, can request an emergency pair of replacement eyeglasses at no cost.
• 2020 NCFlex Enrollment Guides are now available on-line in English and Spanish at the following link:
https://oshr.nc.gov/document/ncflex-benefits-enrollment-guide
• Health Benefit Representatives (HBRs) can order printed copies in English from the website.
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289/17/19
• OMPA slide #4 – If an employee terminated or retired on September 1, would they be entitled to the 7/1 LI? If so, how is this processed? Response – Yes, the employee would have been processed in the mass program. If you find someone who did not receive an LI but should have, please put in a ticket with BSS.
• OMPA slide #6 – How should we handle September promotion actions? Do they need to be updated with new salaries and resubmitted for approval, or does a notation just need to be made on the HRAF correcting base salaries and in the PCR Notes? Response - Since we are just now doing September actions they should be processed as usual. The LI processing is complete.
299/17/19
• OMPA slide #7 – Was the LI based on employment on 7/1/2019 of 6/30/2019? Response - Employment status on 7/1/2019 for eligibility, and the salary was calculated on the 6/30/2019 salary.
• OMPA slide #7 – Are we able to process salary adjustments yet? Or OM mapping requests? Response - Per the memo, the salary freeze was lifted. OM spreadsheets can be submitted, but payroll/salary actions take priority during this time. OM spreadsheets will be worked once we get through all LI corrections and payroll.
• OMPA slide #7 - Regarding the LI added to separated employees after 7/1/2019, will Beacon recalculate the leave payouts automatically with the updated salary? Response -Yes, it will update payouts and longevity amounts automatically.
309/17/19
• OMPA slide #8 - Salary packets that were approved by Central/Class and Comp, do they need to go back through or do we revise the salary on the PCR? Response - Please refer to the memo sent to HR Directors and for further questions, contact OSHR.
• OMPA slide #9 - I apologize but I may have missed the LOA/Short Term Disability process, do we calculate the LI and go back retro to 7/1/19 and pay the STD employees? Response - Employees on LOA STD Regular received the LI so the salary was changed on the employee's record. For further questions you may contact OSHR.
• OMPA slide #12 - Is the Paid Parental Leave paid by the State or does it just allow the employee to use their own leave? Response - PPL is paid by the agency / state.
• Time slide #20 - this question is for the use of the special bonus leave -would we make retroactive adjustments to employees already separated after 7/1/2019? Response – You MAY make corrections if requested by the employee which could involve adjusting any IT0416s they may have received.
319/17/19
• Benefits slide #22 - How long does it take for an employee that goes on LOA to get set up for billing by iTEDIUM? Response - The month in which they go on LWOP or do not have enough money in their check to pay the premium owed, they are sent to iTEDIUM for Direct Bill.
• Benefits slide #22 - If an employee was on direct bill but they paid in August for September, will they be reinstated in time for September's payroll, or should they pay the invoice received in September for October? Response - Employees that are invoiced by iTEDIUM need to pay iTEDIUM. If an employee has paid for September coverage but returns to work in September, then they would pay October coverage through payroll deduction and September coverage would have been paid through iTEDIUM.
• Benefits slide #23 – When is the HDHP Open Enrollment? Response -Open Enrollment for employees already on the HDHP Plan is Nov 2-19 with Open Enrollment for permanent employees. There is usually an additional window opened for employees not currently on the HDHP plan but are measured after 10/31/2019 and are eligible to enroll. This timeframe for this additional enrollment period has not yet been announced.
329/17/19
• Benefits slide #24 - Is the EE charged for the required minute clinic visit? Response - No, there is no charge to the employee for completing the Smoking Cessation Counseling Session.
• Benefits slide #25 - Does the 70/30 SHP have a free wellness visit now? Response - The 70/30 plan is not charging the copay for preventative.
• Benefits slide #27 – Related to Hurricane Dorian, Are they going to have to show any type of proof for the glasses? Response - Per EyeMed no proof of damage or loss is required.
339/17/19
This presentation & recording will be posted on the OSC website
http://osc.nc.gov/
• Menu Path from OSC Home Page:
• State Agency Resources/Customer Service HR Payroll/Payroll Conference Calls, or
• Direct Conference Call Presentation Link:
https://www.osc.nc.gov/state-agency-resources/customer-service-hrpayroll/2019-hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 10/15/19 at 10:00 a.m.
349/17/19
Payroll Operations
Kim Aldridge Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Angela Brown Accounting/Vendor/Direct Deposit Reversals Lead [email protected]
Lisa Chapman Settlements Lead [email protected]
Shelia Atkinson SHP Reconciliation Lead/ ORBIT contribution [email protected]
HR Systems Operations
Liz Brown HR Systems Ops Manager [email protected]
Darlene Yost Benefits OPS Lead [email protected]
Randy Keel Time OPS Lead [email protected]
Theresa Jeffries HR-OMPA Lead [email protected]
BEST Shared Services Call Center
David McAdams Call Center Manager [email protected]
Carla Brown Call Center Supervisor [email protected]
Vanessa Harris Call Center Supervisor [email protected]
359/17/19