HR / Payroll Conference Call

October 20, 2015

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Agenda

• OM/PA Updates

– Legislative Increase Placeholder Deletions

– Employee Addresses

• Payroll Updates

– Orbit Issues

– Bonus Pay

• Time Updates

– Voluntary Shared Leave - Updates in Processing

– Holidays Rolling to Holiday Comp

– Daylight Savings Time

• Benefits Updates

– Annual Enrollment Updates

Legislative Increase Placeholder

Deletions

• 7/1/15 Legislative Increase (LI) Placeholders were deleted on

Tuesday, September 29th. Approximately 58,000 placeholders were

deleted via a mass program.

• Approximately 6,000 LI placeholders were not deleted via the

program due to the employees having other 7/1/15 or later actions

already existing on their respective records. The BEST team is

working to delete these actions manually, however it will take some

time. We currently have an estimated 4,000 LI placeholders

remaining to be deleted.

• Please review the records of any employee with salary impacting

actions that occurred after 7/1/15 to ensure the records are correct.

If you notice any pay discrepancies please let us know (reminder

monthly payroll initialization begins Wednesday).

• Please do not email BEST if you notice a 7/1/15 LI placeholder, we

will notify all agencies once the deletions have been completed.

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Legislative Increase Placeholder

Deletions - Positions

• The LI Placeholders were deleted from position infotypes 9000 (OM

Actions) and 9302 (OM Action History).

• Infotypes 1018 (Cost Distribution) and 9018 (Display Budget) were

not deleted, and will reflect a 7/1/15 record on each. Please be

aware that records from these infotypes may still display on your BI

reports:

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“Future dated” Retirement actions

• You probably remember……BEST manually entered Separation –

Retirement actions for employees 65 and older during our holding

period for a potential LI. The manual entries were done by BEST

because you were not allowed to create PCRs with effective dates in

future months (these actions must be entered 60 days in advance

for benefits purposes). Agencies submitted these requests to BEST

for manual processing without a corresponding PCR.

• With agreement from OSHR, it has been decided that agencies do

not have to create PCRs for these retirements that were entered

manually due to the system lock. We have maintained a

spreadsheet of the requests we received, so please let us know if

you need that information.

• Now that the system is open, Agencies can resume creating PCRs

for their retirement actions that must be entered 60 days in advance

and work these actions as normal.

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Employee Addresses

• Please ensure you are loading employee addresses for your new

hires in the correct format. If the data is not correct, or certain fields

are missing, the employee records will not load in Benefitfocus. For

example, quotation marks in the address line field will prohibit the

record from loading. Below is a sample of how an address should

appear:

• The job aid for Address Field Helps & Hints has also been updated:

http://www.osc.nc.gov/training/osctd/help/General%20Information/Job_

Aids/AddressFieldHelps&Hints.pdf6

Reporting Retirement Wages >90 Days

• Agencies should be identifying EE’s with positive wages

greater than 90 days and/or negative wages crossing

calendar years in a payroll run – and manually reporting this

information. SAP does not calculate over the 90 days.

Resources/Reminders:

• Use Business Process Procedure located in Payroll/Job Aids

• Deadline for reporting December negative wages is January,

2016

• Agencies that identify employees who are underreported

should work with those employees to complete NC

Treasurer’s Orbit Form 466 (Purchase Credit), and over-

reported use Form 316 (Refund Contributions)

• Contact BEST (PY GL Team) for questions regarding SAP

procedure, employee data, and/or reports. 7

Payroll- Bonus Pay

• 2015 Bonus Payment of $750.00

• December 18, 2015 – The Check Date for BIWEEKLY employees

• December 22, 2015-- The Check Date for Monthly Employees

• All employees who are active on November 1, 2015 will

receive the bonus

– Any LOA status will receive the Bonus Pay

– Any REASON type, except SEPARATION after 11/1/2015, will

receive the Bonus Pay

• Bonus is not eligible for retirement contributions

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Payroll- Bonus Pay

• TIME LINE

• November 9, 2015- BEST will run reports to identify all eligible employees

– Process all actions prior to 11/9 for separations and new hires

• November 11, 2015- report to Agency HR Staff (sent by BEST HR)

– Review report for eligible employees

– Amount of the bonus based on Hours Worked based on information on the

IT 007

– Make corrections to the WSR to correct hours if needed

• November 20, 2015- Agencies should return report to BEST HR

– Note the changes made

– BEST HR can assist with questions and corrections

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Payroll – Bonus Pay

• December 4, 2015- IT 0015 will be updated with the bonus amount

• December 11, to December 14- Biweekly Agencies can review the

Bonus Payment with the other payroll Corrections review

• December 11, to December 16- Monthly Agencies can review the

Bonus Payment with the other payroll Corrections review

• 12/18/2015 Check Date for BIWEEKLY

• 12/22/2015 Check date for Monthly

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Payroll- Bonus Pay

• Frequently asked questions

– Does this pay go towards my retirement?

• NO – this is a one time payment that is not considered

“compensation” therefore it is not eligible for retirement

– Will we receive a separate check for the $750

• No – the bonus will be clearly shown as a separate payment on your

pay statement.

• The bonus will be included in your direct deposit for the check date.

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Payroll – Bonus Pay

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http://www.ncleg.net

Click on “Bill Text House Bill 97…2015-

241 to launch the pdf

The Compensation Bonus awarded for

Fiscal year 2015-2016 starts on

document page #394 and continues to

#395

Voluntary Shared Leave

• Production Support has introduced some enhancements to the

Voluntary Shared Leave (VSL) Donation process.

• OSHR policy limits the leave types that can be donated as part of

the VSL program. Since the Leave Donation infotype (IT0613)

previously displayed all of the employee’s quotas, some donation

records have been created using invalid quotas.

• With the enhancement, when the IT0613-0001 infotype is

presented, the quotas to donate from will be limited to only those

allowed by policy – Vacation Leave (Q10), Bonus Leave (Q50),

and Sick Leave (Q15).

• In addition, the only target quota for the recipient will be Received

Shared Leave (Q80).

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Holidays Rolling to Holiday Comp

• As you know, when payroll initializes for MONTHLY payroll, that

same night we run time evaluation through the last day of the

month.

• In the past, this has caused holidays to roll to holiday comp prior to

the actual expiration date.

• An enhancement to the system will no longer roll holidays to holiday

comp early, but will roll them on the true expiration date of the

holiday.

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Holidays Rolling to Holiday Comp (cont’d)

• For example, we run payroll early in December. Initialization day

will be 12/11/2015.

• Under old processing rules, the 11/26 and 11/27 Thanksgiving

holidays would roll to holiday comp on 12/12/2015 due to time eval

running through 12/31/2015 on 12/11/2015.

• Under new processing rules, the 11/26 and 11/27 Thanksgiving

holidays will stay in the holiday bucket (Q40) until exhausted, or

they will roll to holiday comp on their true expiration dates of

12/25 and 12/26.

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Return to Eastern Standard Time

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“Fall Back” occurred on November 3rd at 2:00

a.m.

Maximum of 25 hours could be worked and/or

on-call

SAP limit is 24 hours in one day

Payroll Admin can enter additional pay amount

on IT2010/19TS

Transition Adjustment – posts to salary/wage

accounts in GL

WT1714 On Call Daylight Savings – posts

to callback account in GL

Maximum that can be entered is $10

Always include a text note

“Fall Back” occurred on November 3rd at 2:00• Daylight Savings Time ends on November 1, 2015, at 2:00 a.m.

• Maximum of 25 hours can be worked and/or on-call on 11/01/2015

• SAP limit is 24 hours in one day

• If an EE needs to record additional time worked or on-call on

11/01/2015 (up to one hour), a Payroll Admin can enter additional

pay amount on IT2010 (with explanatory note)

Subtype 19TS – Transition Adjustment

- For time worked

- Posts to salary/wage accounts in GL

Subtype 1714 – On Call Daylight Savings

- For on call time

- Posts to callback account in GL

- Maximum that can be entered is $10

Benefits – Annual Enrollment Updates &

Reminders

• Annual Enrollment – 10/15/15 – 11/18/15

– For the State Health Plan & NC Flex Plans

• Enrollment choices for benefits will be effective:

– 1/1/16 – 12/31/16

• Employees can:

– Switch between Plans

– Add or Remove Dependents

– Cancel Plans

– Re-Submit Wellness Credits

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Benefits – Annual Enrollment Updates &

Reminders

• State Health Plan:

• 2015 health plans were mapped to 2016 annual enrollment

platform:

– Employees on 70/30 in 2015 were mapped to 70/30 for 2016

– Employees on 80/20 or CDHP for 2015 were mapped to 80/20 or

CDHP for 2016

• EMPLOYEES MUST ACT IF THEY WISH TO MAINTAIN OR

LOWER THEIR PREMIUMS for the 80/20 or CDHP!!

– Tobacco Attestation MUST be re-completed

– PCP MUST be re-designated if the provider name is NOT listed

in the eEnroll/Benefitfocus system

– Patient Centered Medical Home Video must be watched

– Health Assessment MUST be re-completed if done prior to

11/1/14

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Benefits – Annual Enrollment Updates &

Reminders

• Where to locate Wellness Credit Activities:

• Smoking Attestation: Within the eEnroll/Benefitfocus open enrollment online

platform

• PCP: Within the eEnroll/Benefitfocus open enrollment online platform

– Patient Centered Medical Home Video – first pop up screen

– Designate a PCP – within the online enrollment process

• Health Assessment:

– Online in the www.shpnc.org My Personal Health Portal website

• Members must register with a userid & password

– Via phone call to My Active Health at 1-800-817-7044 19

Benefits – Annual Enrollment Updates &

Reminders

• NC Flex Plans:

• All 2015 NC Flex Plans were loaded into the 2016 open

enrollment platform & should automatically renew for 2016,

with the following exceptions:

– Health Care Spending Account

– Dependent Day Care Spending Account

– Employees must re-enroll each year in the FSAs

• Employees MUST go thru the online process in the Open

Enrollment platform to cancel or remove any NC Flex plans

by declining the coverage:

• Beneficiaries were not loaded into the eEnroll/Benefitfocus

system from Aon – Annual Enrollment is an opportunity for

employees to enter or change their beneficiaries for the NC

Flex AD&D, Group Term Life or Critical Illness plans20

Benefits – Annual Enrollment Updates &

Reminders

• Phone Enrollments – Employees who do not have access to a

computer to enroll online, can call the Eligibility & Enrollment

Support line to enroll over the phone: 1-855-859-0966

– These employees will also have to call My Active Health to

complete the Health Assessment: 1-800-817-7044

• New Hires – The eEnroll/Benefitfocus system will not allow an

employee to complete Annual Enrollment without completing

the 2015 enrollment first.

– Once the 2015 enrollment is completed, the system will guide

the employee into the annual enrollment platform.

• QLEs & Return from LOAs - It is recommended that

employees should complete the QLE or Return from LOA

enrollment first. The system is designed to roll forward the

most current change completed into the 2016 plan year.21

Benefits – Annual Enrollment Updates &

Reminders

• LOA - Employees on LOA are encouraged to go online to

complete the open enrollment.

– Employees on LOA without pay, whose plans have been termed

will be able to enroll upon Reinstatement from LOA.

– Employees on LOA exhausting leave or in a continuous benefit

status

• Examples: Short Term Disability w/ > 5 yrs, Workers’ Comp, FMLA,

Military Reserve Active Duty for State Call Up.

• Health Insurance plans are not termed, as the employee is still in

pay status or still eligible for continued state sponsored coverage.

• Even if plans are not changing, employees still need to participate in

the wellness activities to ensure premium reductions.

• RIF – Employees can contact BEST Shared Services to make

annual enrollment choices.

• Agencies are encouraged to run reports to identify employees

out on LOA status that are still in continued benefit status:

– Last Employee Action as of Selected Date22

Benefits – Annual Enrollment Issues

• Log in Errors – SHOULD BE RESOLVED!

– Failure to Identify

– No BEACON link

– System overload

may occur

intermittently

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Benefits – Annual Enrollment Issues

Creating an account – ‘Security

Check’: Complaints have been

received when employees are prompted

to click on images (road signs, ice

cream, etc.) to answer a security

question. The images are not very clear

& have appeared blurry. It appears that

in several of the prompts there may be

1-3 images that need to be clicked on

for a correct answer and no indication if

the answers are correct. If you continue

to click and submit, eventually you will

get to an image and question that is

easier to answer. Once you have

answered appropriately, a code will

show, which can be copied and pasted

for submission.

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Benefits – Annual Enrollment Issues

• Patient-Centered Medical Home (PCMH) Video: Complaints

have been received that employees are unable to ‘complete’ the

video, or they do not get a completion message once they have

viewed all 4 sections of the video.

• Once all the components of the video have been viewed

employees can click ‘X’ out of the web screen to go back to the

enrollment home page with the video message box.

• Then click the ‘X’ in the top right corner of the message box

to get to the ‘Get Started’ enrollment icon. There will not be a

completion message for the video and this will NOT affect

receiving the wellness credit. 25

Benefits – Annual Enrollment Issues

• Inability to access 2016 Open Enrollment NC Flex elections:

• Reports have been received regarding employees being unable to click on the 2016

NC Flex elections, as they are ‘greyed out’.

• Employees will need to click on the 2015 Current Benefit tab and click the ‘Get

Started’ button and waive/decline any 2015 NC Flex plans that show as ‘Section

Incomplete/Get Started’.

• As the first election is waived, the system will un-grey the next election that has a

Section Incomplete/Get Started button.

• Each of these needs to be waived for 2015. THIS DOES NOT CANCEL ANY 2015

ELECTIONS THE EMPLOYEE ALREADY HAS. This is just a programming feature

that has to be completed so the employee can access their 2016 elections.

• Once that is done, it should take the employee directly to the Open Enrollment

platform to complete 2016 elections.

• Benefitfocus is working on a fix:

– A configuration update was put in place 10/16/15 to remove the “Incomplete/Not

started” task.

– Once the task recalculation is complete, members should be brought directly to

the Open Enrollment section to elect all their 2016 benefits.

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Benefits – Annual Enrollment Issues

• Incorrect Premium Rates: Incorrect premium rates have been listed in

the eEnroll/Benefitfocus system. This is a known issue & Benefitfocus is

working to correct the rates. Please note the premium rates listed in the

NC Flex & SHP enrollment guides are the accurate rates; and these will

be applied for payroll processing.

• Benefits Summary: Employees have not been able to print a Benefits

Summary upon completion of annual enrollment. Employees should be

able to click on the Home page tab and see an ‘Important Forms’

icon. This icon should link to print a Benefits Summary. Benefitfocus is

working to get this added to the enrollment platform.

– In the meantime, employees should get a confirmation number at completion,

– It is recommended for employees to take a screen print of this number for

supporting documentation of any changes made. 27

Benefits – Annual Enrollment Issues

• 2016 Elections in BEACON:

– Annual enrollment selections will NOT show in BEACON until the

full annual enrollment file is transferred.

– This will not occur until AFTER annual enrollment ends on

11/18/15.

– Beneficiary information will NOT be transferred back into the

BEACON system.

• Miscellaneous Issues:

– “HBR” Role

• BEST is the administrative HBR for BEACON Agencies for

the eEnroll/Benefitfocus system.

– This refers to being able to make certain changes in the

eEnroll/Benefitfocus system.

• References in the SHP HBR Updates that refer to HBR

roles/responsibilities/activities is referring to BEST.28

Benefits – Annual Enrollment Issues

Thank You to all our BEACON

Agencies for everything you

are doing to help our

employees with this Benefits

transition!

We appreciate your support!

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