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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
211/13/2018
• OM/PA Updates• Trainee Identification
• PA Transfer w/in Agency Reorganization
• PA County Changes
• OM Addresses/Directory Errors
• Range Revisions
• Payroll Updates• Online W2
• Time UpdatesNew Job Aids Available
FY 2019 Special Bonus Leave - Rollover
Adverse Weather – correction
• Benefits Updates• Open Enrollment Updates/Reminders
• File Transfer
• CVS MinuteClinic Reminder
• Dependent Documentation
• HDHP SMP Measurement / Enrollment Process
• New SHP Exception Process
311/13/2018
• The Office of State Human Resources runs various reports to provide metrics to support various HR initiatives.
• Currently, agencies have different ways of identifying trainees in the Integrated HR/Payroll System.
• It has become necessary to standardize how trainees are identified in the Integrated HR/Payroll System to ensure there is accurate statewide reporting.
• Going forward when an employee is placed in a position as a trainee, the working title should be revised to add the word “Trainee” to the beginning of the working title. Once the employee has successfully completed the trainee progression, the designation should be removed.
• Example: If the employee has been hired as a trainee in the Social Worker Clinical classification, the working title should be changed to “Trainee-Social Worker Clinical”
• If there are current employees who do not have the trainee designation on their working title, please make the corrections in PO13 by close of business Friday, November 30, 2018.
• To change a position’s working title, your OM data maintainer should be following the directions on the “Change Position Working Title-IT1000” BPP found at: https://files.nc.gov/ncosc/documents/files/po13changepositionworkingtitle.pdf.
• If you have more than 20 corrections, please submit the spreadsheet that will be emailed to the HR Directors to BEST Shared Services for processing. Be sure to copy Andrea Porterfield on the ticket request.
• Please notify Andrea at [email protected] once your corrections are made or if you have any questions.
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This reason only!
• The PA transfer action that used to follow the OM Position Transfer (within agency only) is no longer necessary.
• At one time, it was thought to be useful for reporting, but agencies agree that there is not a need to report off of this particular PA action.
• Reporting can be done on the OM side.
• With this action only, the organizational unit changes and IT0001 on the PA record is updated automatically when either the OM Position Transfer PCR is approved or the OM Position Transfer spreadsheet is processed.
• This goes into effect 12/01/2018.
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• On 10/30/2018, OSC Functional updated all PA Permanent Residence addresses (IT006 subtype 0001).
• Records were updated based on zip codes if the county field was blank or misspelled.
• Remember going forward that in ESS and in PA30, the county will populate automatically based on the employee’s zip code. • In PA30, remember to complete the zip code before entering
county information.
• In the infrequent case where the system pulls in the incorrect county (i.e. when a zip/town has addresses in two counties), the information can be corrected by a data maintainer in PA30.
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An email was sent to HR contacts concerning this change on 10/31/2018 that included some further information. If you did not receive but would like a copy of the email, please let me know: [email protected].
• DIT sends OSC a daily report of errors based off incomplete information on the main and/or mailing addresses of an employee’s position.
• We really need your assistance to get these errors cleaned up!
• If your agency has errors, you should have received a report from Tim Wilson last week. This report also included vacant positions. As those are filled, they will not kick out as errors as well.
• The sooner we can get these cleared, the sooner we can stop bugging you.
• These errors are the reason that OM ‘Create New Position’ PCRs are rejected when they do not have all required information on the main and mailing address tab.
• We have to have the information correct at the beginning of the process because it has been very difficult to get the information entered after the fact.
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• The Range Revisions, due to the updating of some of the salary tables, were processed in mass in the system on 11/2/2018 effective 11/1/2018.
• Agencies were notified of any employees who could not be processed.
• Going forward, if you need to revise or create a new action on an employee’s record with an effective dated prior to 11/1/2018, you will need to determine if the employee needs the 11/1/2018 Range Revision.
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• Employee was GR07 Level 02 prior to 11/01/2018.
• Check ZOMPAYPLAN to see what the ranges for the Salary Grade were changed to on 11/01/2018.
• This employee would need a Range Revision as their salary now falls in Level 01.
• ENCOURAGE staff to sign up for ONLINE W2
• Access through Employee Self Service (ESS)
• Receive sooner
• Access online any time
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This Photo by Unknown Author is licensed under CC BY-ND
• A new Job Aid was recently added to the BEST document library - Immediate Pay Flag for Subject and Non-Subject
• This enables an agency to pay out an employee for comp time during a designated period of time.
• This is done via IT2012/Z020, which provides a date range for the immediate payout to occur.
• This will override current position settings for the date range entered on subtype Z020.
• https://www.osc.nc.gov/documents/immediate-pay-flag-subject-and-non-subject-it2012-z020
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• Session Law 2017-57 allows for Bonus Leave to be paid out. • This option expires in June, 2019. • Please note, this applies to Quota 50 only. • OSHR sent a memo to agency HR Directors on 10/24/2018
referencing the ‘Mitigate Bonus Leave Payout’ policy.• If you have questions about the policy itself, please contact
OSHR. • Link below is for the job aid which was posted in October:https://www.osc.nc.gov/documents/2017-legislative-bonus-leave-payout
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• For employees who normally roll over vacation to sick on 1/1/20xx, if they recorded FY2019 SB Leave, it could impact (lessen) the amount of hours rolling over from vacation to sick.
• There are a couple of new time types that were created specifically for tracking this Bonus Leave (Quota 57):• T57T (bonus leave taken), and • T57F (bonus leave forfeited)
• Link to job aid:https://www.osc.nc.gov/documents/special-bonus-fy19-and-vacation-rollover
11/13/18
• Due to the devastation caused by Hurricane Florence, OSHR extended the aging period for recovering adverse weather to 180 days, for anyone who recorded A/A 9545 from 9/13/2018 – 9/30/2018.
• This new functionality was updated in Production on Thursday, 10/11/2018, and time eval ran back to 9/13/2018 for the 3,195 EEs who recorded AWL during the storm.
• This extension was granted only for the previously mentioned dates of 9/13/2018 – 9/30/2018.
• Any AWL recorded before or after those dates will create a 90-day expiration record associated with the absence.
11/13/18
• File transfer of Open Enrollment data from Benefitfocus to the Integrated HR/Payroll System was processed the weekend of November 2, 2018.
• You now are able to view 2019 enrollments in the Integrated HR/Payroll System.
• Benefits Confirmation statements can be printed from either eBenefits or Integrated HR/Payroll System.• If printing from the Integrated HR/Payroll System, be sure to
indicate a 1/1/19 date.
• Please encourage your employees to verify their open enrollment changes.
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• CVS MinuteClinic – Employees who attested to being tobacco users but are willing to participate in a CVS MinuteClinic tobacco cessation counseling session will receive vouchers in the mail.
• This should be completed within 90 days after the last day of Open Enrollment.
• SHP will be reviewing participation data from CVS MinuteClinic to ensure compliance.
• Wellness credits will be removed for non compliance.• NOTE: Agency HBRs can file for an exception on behalf
of employees who live or work more than 25 miles from a CVS MinuteClinic.
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• Dependent Verification – Dependents added during Open Enrollment must have supporting verification documentation uploaded into eBenefits.
• SHP will begin terminating these dependents 12/1/18 (for a 1/1/19 effective date) if documents are not loaded and verified by 11/30/18.
• BEST will be monitoring eBenefits to verify and approve dependent documentation.
• BEST will email the employee and/or Agency HBR regarding any denials or missing documentation.• This email will come from [email protected] .• This email address is used for mass notifications and is NOT
monitored for replies.
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• HDHP enrollments for Temps – Temps currently enrolled in HDHP:
• The Open Enrollment period 9/29/18-10/31/18 was for currently enrolled HDHP Temp employees.
• These employees were re-enrolled automatically in the HDHP for 2019 at their current 2018 coverage, unless they completed open enrollment and made changes or cancelled the plan.
• Changes made during open enrollment will begin 1/1/19, as long as the employee remains eligible for the plan.
• Please be sure to run your ACA Measurement Report (ZBNR052) to identify & notify your employees who measured on average working < 30 hrs/wk who will lose eligibility.
• BEST will also be running reports in order to set these employees to the correct employment status category.
• Currently enrolled Temp employees who remain eligible will be direct billed from iTEDIUM. Employees will submit payment directly to iTEDIUM. (This includes rehired retiree Temps working > 30 hrs/wk who remain eligible & are enrolled in the active employee plans: 80/20 or 70/30.)
• NEW! Employer contributions for HDHP plans will be included automatically in the Agency’s regular SHP monthly requisition. Agencies will no longer have to pull down invoice’s from iTEDIUM.
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• HDHP enrollments for Temps – Temps NOT currently enrolled in HDHP:• Please be sure to run your ACA Measurement Report (ZBNR052) to identify &
notify your employees that measured at SMP (10/31/18) on average working > 30 hrs/wk who will gain eligibility.
• These employees ARE ELIGIBLE to enroll in HDHP for 2019, with an effective date of 1/1/19.
• Agencies should provide an enrollment offer letter for these employees.
• Since this is considered a QLE for gaining eligibility effective 1/1/19, employees will have 30 days from 1/1/19 to complete the enrollment.
• BEST will also be running reports in order to set these employees to the correct employment status category so their profile transfers to eBenefits & an enrollment platform is opened.
• NOTE: Any eligible Temps who are unable to access the eBenefits system for enrollment should place a ticket with BEST.
• BEST will ensure a profile and platform are created if applicable.
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• Exception Process – A new SHP exceptions process was implemented 10/29/18.
• It is a streamlined process using a secure, online form: Fill in the online form & click Submit!
• https://www.shpnc.org/hbrs/exceptions-process
• Previous exception forms will no longer be processed.
• Any attachments to support an exception request will need to be uploaded into the employee’s eBenefits document center. Do not attach to the online form.
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• The exceptions process allows HBRs to submit requests to make changes that are outside of the State Health Plan's rules and regulations due to:• an administrative change to correct a member's health coverage
that is not the fault of the member. For example, the member was provided with incorrect information by the employer and did not enroll within the required time period or the HBR made an error in processing the transaction.
• a member wishes to request a variance to an established rule due to extenuating circumstance. For example, the member missed the enrollment period because he/she was out of the country.
• The exceptions request process is not intended for arbitrary requests and will be handled on a case-by-case basis.
• The Plan will take into consideration the reason for the request, if the request is submitted within a reasonable amount of time, and whether or not granting an approval will be in conflict with state and federal laws.
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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/2018-hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 12/11/18 at 10:00 a.m.
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• Benefits• Will Temporary Solutions provide enrollment offers for those
Temporary Employees who measure on average 30 or more hours per week that were placed in an Agency, but hired through Temporary Solutions? Yes. However, Agencies need to provide the offer letter for any eligible Temps hired directly through the Agency.
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Payroll Operations
Ginny Kammer Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Vacant Accounting/Vendor/Direct Deposit Reversals Lead
Vacant Settlements Lead
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]
Training
Cheryl Manning Training Lead [email protected]
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