powerpoint presentation - files.nc.gov · loa/lwop. •for the dental plan –to continue the...
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
27/16/19
• OM/PA Updates• July Actions/August Hold
• Payroll Updates • WT to record Gift Cards & Cash Awards
• 2020 Payroll Calendar
• Bank Change Safeguards
• Time Updates • New CAT2 Profile – Temp Solutions
• New ESS Help Job Aid
• Compensated Absences – Reminder
• Benefits Updates• LOA Status Category Change Implementation
• LOA Webinar Follow-up
• State Health Plan Monthly Webinars
• Open Enrollment Updates – NCFlex
• NC Flex Vision – LOA/LWOP correction
37/16/19
• The system opened for July 2019 actions on 7/12/2019.
• The system is now locked for August and later actions.
• Do not make any changes to any personnel (PA) or organizational management (OM) record dated 8/1/19 or later.
• Separations with a 7/31/19 PCR effective date can be processed even though the system will add a day to the action to make it 8/1/19.
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• If possible, please hold OM actions and spreadsheets until an LI has been processed.
• If you must make OM changes, it is best to use an effective date other than 7/1/2019.
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• OSHR is granting a blanket approval to process July reallocations with a 7/2/2019 effective date.
• OM Spreadsheets must be submitted no later than 7/19/19 for July changes.
• Please be advised an LI Insert Program will be used to process the LI once the budget is passed.• If the proposed Legislative Increase (LI) is passed effective 7/1/2019
and you have processed an action with an effective date on or after July 1, the HR-Payroll system’s new LI Program will insert the LI action based on the 6/30/2019 salary.
• Any salary impacting action with a date of 7/1/2019 or later will need to be reviewed for accuracy after the LI program runs. OSHR anticipates very few manual corrections will be necessary due to the May 15, 2019 Interim Salary Administration Guidelines, which requires salaries to be set based on the New Hire Policy (as increases are no longer based on a percentage).
• The LI program will add the dollar amount of the employee’s salary adjustment to any future dated (7/1/19 or later) salary impacting action.
• As a reminder, salary adjustments including in-ranges and reallocations (filled positions) are prohibited in accordance with the Continuing Budget Authority memo for FY 2019-20 from the Office of State Budget Management (dated June 27, 2019).
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• In reference to the program that runs every night to match position and employee salaries and ensure all positions are at least at the minimum salary:• This program stopped running on 6/30/19.• BEST will communicate when the program will resume.
• Any change to an employee’s salary in the interim must be updated on infotypes 1018 (Cost Distribution) and 9018 (Display Budget). • This is for any salary changing 7/31/19 and prior.• Still no changes are to be made with 8/1/19 or later dates.
• Please communicate this information to anyone in your budget office who may not be on the call.
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• OSHR/OSC will communicate updated dates and deadlines just as soon as we are able.
• We will continue to monitor PCRs so please keep up the good work processing actions promptly.
• We are just as anxious, maybe even more so to learn the details of the final budget ☺
All cash and cash equivalent (Visa/Mastercard gift cards, etc.) are taxable earnings and should be reported on the W-2.
• WT 1700 State Incentive Award – Use this WT if you are trying to pay a cash award to an employee through payroll.
• WT 1403 Gift Card – Use this WT to report gift cards. It reports the gift card value as taxable wages and collects the tax. It will not pay the employee.
• WT 26AC Agency Check – Don’t use this WT as a negative deduction to pay an employee. This payroll entry will not report the earnings as taxable wages nor collect tax.
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The 2020 Payroll Calendar has been posted to the web: https://www.osc.nc.gov/state-agency-resources/customer-service-hrpayroll/best-support-materials/payroll-calendars.
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• Anytime a change is made to banking information in the Integrated HR-Payroll System, OSC will validate that action before processing. To ensure that banking changes are valid, OSC will contact the state employee to confirm that the request is intentional and not fraudulent behavior.
• State employees can request a change to their bank account information at any time through the Employee Self Service (ESS) area of the Integrated HR-Payroll System. This action will trigger two forms of communication (email and U.S. Mail) to confirm this change is intended.
• The email is sent immediately, and the letter is mailed by the next working day to the employee’s listed mailing address.
• Both messages are simple and straightforward:• If you did request the change to your bank account information, no further action is
needed.• If you did not request the change, contact Best Shared Services immediately at 919-707-
0707 or 866-622-3784. • NOTE: Do not make any changes in the system prior to contacting Best Shared Services. It
is important to leave the data untouched so analysts can track any suspicious behavior.
• Remember, if Best Shared Services is not contacted to state the change in bank account information is fraudulent, the change will take place in 14 days.
• A statewide email from NC OSHR Communications was sent to all employees advising of the above safeguards on 7/16/19.
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• There is a new profile available in CAT2 for Temps who are required to record charge objects – ESSTSOL4
• Below is a link to the Time Bulletin that describes the differences in 3 Temp Solutions profiles. It also points out why certain error messages are generated during time entry.
• Position number is always required for time entry for Temp Solutions.
• https://files.nc.gov/ncosc/documents/Training/Job_Aids/TM-10_CAT2_Profile_Validation_IT0554_for_Temp_Solutions_6-26-19.pdf
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• There is a new Job Aid available online explaining how to record working time.
• This could be helpful for new employees. It could also be used by agency HR departments during orientation for employees who enter their own time in the system.
• Below is a link to this new job aid for ESS time entry.
https://www.osc.nc.gov/documents/ess-record-working-time
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• The annual Compensated Absences Report is an integral part of the CAFR which OSC produces every year.
• To improve the accuracy of this report, all JUNE vacation and/or bonus leave balances must be up-to-date and accounted for through June 30, 2019.
• OSC requests that ALL June vacation and/or bonus leave is entered, released, and approved NO LATER THAN FRIDAY, JULY 19, 2019.
• Final compensated absence reports for CAFR use will be produced on July 26, 2019.
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• Went into Production 6/27/2019• LOA Letter ZBNS008 has been updated, the generic copy of the
letter can also be found under the Job Aids and BPPS at the following link: https://files.nc.gov/ncosc/documents/BEST/Forms/Employee_Benefits_LOA_Letter-final.pdf
• First round of invoices were mailed to employees 7/9/2019.• As we complete the DNTK (Deduction Not Taken) Report this
month, additional employees will be sent to iTEDIUM. These employees will be invoiced by the end of the month.
• Premiums are due to iTEDIUM the 1st of the month in which the premium is for; however, a 30-day grace period is also provided. Example: EE owes $50 for August coverage. The payment is due 8/1/2019 but the EE has until 8/30/2019 to make the payment.
• Employees should no longer mail checks to BEST for health insurance coverage, unless an exception has been approved and the EE owes premiums for July coverage or earlier.
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• BEST will conduct a webinar for all HBRs in mid AUGUST.
• Calendar invites with the exact date and time will be sent out soon!
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BE ON THE LOOKOUT!
• This is a reminder that all HBRs should take advantage of the State Health Plan HBR Webinars that are conducted monthly.
• The following link is provided for you to register: https://www.shpnc.org/about-us/events/HBRs/webinar
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• Disability Plan: NCFlex has added a new Disability Plan that will be available to employees effective 1/1/2020. The Plan coordinates with the Disability Income Plan of North Carolina.
• Dental Plan: A new “Classic Option will be offered beginning 1/1/2020. All employees currently enrolled in the High Option will be moved to the Classic Option.
• Additional information will be provided in the upcoming Train the Trainer Sessions that NCFlex is now scheduling across the state. BEST will help communicate registration information as it becomes available.
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• It has been reported that employees enrolled in the NCFlex Vision or Dental plan who are on LOA/LWOP status, received COBRA notices requesting payment for plan continuation.
• This was done in error.
• The COBRA Vendor for NCFlex Vision (Wex) has been made aware that COBRA letters do not get sent to employees on LOA/LWOP.
• For the Dental Plan – To continue the dental plan while on LOA/LWOP, employees should submit premium payments to the vendor as outlined in the OSC LOA Notice letter.
• For the Vision Plan - As our LOA Notice letter states: enrolled employees “are covered by this plan while on Leave of Absence. Premium payments do not need to be submitted.“
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• Benefits• For employees who have been on LOA-STD, should they be
reimbursed for their vision premiums that came out of their short-term payments? Response: No. With the new LOA Category implementation, LOA-STD regular is considered to be LOA without pay. Going forward NC Flex will be termed and no further Flex deductions should occur after 6/30/19 and nothing to reimburse prior to that. For any employees on LOA-STD Regular that have vision deductions in the July payroll, a ticket should be placed with BEST.
• Correction - OSHR also reported that employees on LOA/LWOP who have the Flex dental plan also received COBRA notices in error. To continue the dental plan while on LOA/LWOP, employees should submit premium payments to the vendor as outlined in the OSC LOA Notice letter.
• Added Flex training info - OSHR will conduct mini training sessions on the new Disability plan. Registration links can be found: https://oshr.nc.gov/ncflex-upcoming-training-2019
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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 8/20/19 at 10:00 a.m.
227/16/19
Payroll Operations
Kim Aldridge Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
VACANT Accounting/Vendor/Direct Deposit Reversals Lead
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]
237/16/19