Core-CT HRMS Users Group Meeting March 22 & 23, 2011

State of ConnecticutCore-CT HRMS Users Group Meeting March 22 & 23, 2011 1

Agenda 2

General Announcements Core-CT Staffing News 3

General Announcements Opening New Windows with IE8 4

Agenda 5

An ePay Pilot has been rolled out for employees of DAS and OSC Employees of these agencies are currently able to view and print their paycheck information Historical paycheck information will be available in ePay beginning with November, 2010 Up to one year of paycheck information will be made available on-line. Payroll Update e-Pay Pilot

Employees With Multiple Jobs Once an employee has access to paycheck information for one job, he/she will have that access for all jobs. Payroll Update e-Pay Pilot, Continued

Printing of Advices For the immediate future, advices will continue to be printed and distributed for ePay employees. Payroll Update e-Pay Pilot, Continued

Payroll Update Employee View Navigate to: Self Service>Payroll and Compensation>Employee Self Service, and select the View Paycheck Information link.

Payroll Update Employee View, Continued From the Search page, select the Pay Period End Date link.

Payroll Update Employee View, Continued

A plan is being developed to expand ePay to other agencies. Consideration is being given to agencies already using self service Time & Labor due to the minimal Security change needed. Agencies that are not using self service will need to have employees set up with a Core-CT user id. ePay is available during regular HRMS on-line hours. Payroll Update ePay Expansion

Check dated 3/25/2011 will reflect a federal tax change as indicated in our Core-CT HR Daily Mail dated March 14th. Payroll Update Tax Update

Agenda 14

Agenda 15

Human Resources Update Fiscal Year End • During the Fiscal Year End Process…. • ….Combination Codes are updated with a new Budget Reference from 2011 to 2012 by either: Updating existing Combo Codes with new Budget Reference OR Creating new Combo Code ‘sequences’ with new Budget Reference ….Positions are updated with a new Budget Reference from 2011 to 2012 with the insertion of a mass-generated row. 16

Human Resources Update Fiscal Year End, Continued • OPM will no longer distribute the Core ABS Roster Update file to Agency Budget Officers as in the previous years’ FY Processes • Updates to agencies’ positions prior to the Fiscal Year Load via the Core ABS Roster will no longer be required • OPM will continue to provide Agency Budget Officers with the B-1 Roster in the same format as previous years

Human Resources Update Fiscal Year End, Continued • During the Fiscal Year End Process…. • …Agency Position Specialists should identify positions needing a change in • FUND • SID • Distribution Percentage of Funding • …All desired changes to positions for the Fiscal Year Load MUST be made directly in Core-CT by early May to allow ample Workflow-Approval time

Human Resources Update Fiscal Year End – Important Reminders During the Fiscal Year End Process…. …Cleanup of Recycled and Denied Positions should be completed prior to June 11, 2013 …Refer to Job Aid: How to Identify and Resolve Denied or Recycled Positions:http://www.corect.state.ct.us/ user/hrjobaids/hr/pstns_denid_or_rcycld.doc …Agencies may also review the Position Approval History Report for day-to-day review of positions in need of attention

Human Resources Update Fiscal Year End – Important Reminders, Continued • Cleanup Options: Recycled and Denied Positions • Updatethe ‘Recycled’ or ‘Denied’ position row and send back through the Workflow Approval process, if required OR….. • Request that Core-CT Remove the ‘Recycled’ or ‘Denied’ position row, if no longer required OR….. • Inactivate the position, if appropriate

Human Resources Update Fiscal Year End – Important Reminders, Continued • Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 11, 2011. • Positions in “PROPOSED” status willNOT be updated for Fiscal Year End. • Positions that remain in the Workflow process during the Fiscal Year End transition will require review for accurate budget information once they are approved. • Positions may need to be resubmitted for approval again after the Fiscal Year End transition.

Human Resources Update Fiscal Year End – Time Line • Agency Position Specialists will have VIEW-ONLYaccess in Position Data from June 13th through the close of business on June 17th • The new budget information will be loaded into Core-CT during the week of June 13th • A new row dated June 3, 2011 will be inserted into each Active and Approved position.

Human Resources Update Fiscal Year End – Time Line • Project Agencies ( DOT, DEP, ITD, DPW, DPH, CSC ) will have new project Combination Codes available on June 3rd, 2011, with an effective date of June 3rd, 2011. • All other agencies will have new Combination Codes available on June 14th, 2011, with an effective date of June 3rd, 2011. • These codes will be built once all existing Combo Codes have been “rolled forward” to the new budget year andafter the completion of the Financials Process for the final pay cycle of FY11 (approx. 6/14/2011).

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

Agenda 25

Human Resources Update April 2011 Longevity Process • First Preliminary Reports were available on Friday, 03/07/2011. • Second Preliminary Reports were available on Friday, 03/18/2011. • Final Processing will occur on Friday, 04/01/2011. • Final Reports will be available on Saturday, 04/02/2011. 26

Human Resources Update Longevity Process, Continued • EX Salary Plan – Item 1632E • EX will no longer be updated during the Longevity process. • Longevity Date was last updated October 1, 2010. Agencies will need to manual adjust date to reflect January 6, 2011. • Additional Pay will need to be manually entered. 27

Human Resources Update Temporary Service in a Higher Class • The Temporary Service in a Higher Class Job Aids have been revised. • Updated to clarify procedures. • New reason code Return from TSHC Waiting Period. • No longer need to add Data Change to activate life insurance. • http://www.core-ct.state.ct.us/user/hrjobaids/hr/default.htm

Human Resources Update Retroactive Position Actions • Core-CT staff do not have the ability to insert a retroactive position row. • Positions must be entered at the agency level with a current date. • Retroactive effective date must be placed in the Detailed Position Description link and on the Approval Tab. • Once approved, log a ticket to have effective date corrected. List all fields that were changed in the action. • http://www.core-ct.state.ct.us/user/hrjobaids/hr/position_worklist_approval_process.doc 29

Human Resources Update Primary Job Indicator • When saving a new record, if you receive the warning that an employee already has a primary job, do not ignore this message. • If applicable, change the indicator to secondary prior to saving the transaction. • If job must be primary, contact other employer to switch indicator to secondary. • Two primary jobs could have a negative impact on benefits or the system.

Human Resources Update Inactivation of Reason Code The Reason Code of Health Insurance Continuation (HIC) has been inactivated. Eligible employees now receive health benefits the first of the month following employment.

Agenda 32

Human Resources Update DAS HR Business Rules and Central Audit Unit • Hires • Contact DAS Central Audit Unit if a “hard error” occurs after entering the employee’s Social Security Number in the National ID field. • If an “Active” record exists for the employee, the gaining agency must communicate with the losing agency. 33

Human Resources Update DAS HR Business Rules and Central Audit Unit • Transfers/Rehires • Verify position approval has been received prior to submitting the Transfer/Rehire request. • Gaining Agency should check “status position” before sending the request verifying “approved”. Anything other than “approved” contact Core. 34

Human Resources Update DAS HR Business Rules and Central Audit Unit • Transfers/Rehires, Continued • Complete all fields on the form including phone number, the employee job code and the contact person’s phone number. 35

Human Resources Update DAS HR Business Rules and Central Audit Unit • General Reminders • Use the Action/Action Reason Codes Job Aid for determining the correct Action/Reason code for a specific situation. • http://www.corect.state.ct.us/user/hrjobaids/hr/action reason_codes.doc 36

Human Resources Update DAS HR Business Rules and Central Audit Unit • General Reminders - Continued • If you are unsure of the Action/Reason code or salary calculation call DAS HR Business Rules/Central Audit before entering the transaction into Core-CT. • Address questions pertaining to salary calculations to pauline.mahoney@ct.gov, heather.tweedale@ct.gov and/or shari.grzyb@ct.gov for a response. 37

Human Resources Update DAS HR Business Rules and Central Audit Unit • Working Test Period Completion • The correct effective date of a completed working test period is the day after the last probationary date. • Example: An employee hired on December 30, 2010 completes the probationary period on June 29, 2011. • The effective date of the Data Change/WTC would be June 30, 2011. This is the correct code to use when processing the completion of the working test period. 38

Human Resources Update DAS HR Business Rules and Central Audit Unit • Working Test Period Completion, Continued • Same business rule applies to Transfers and Promotions. • The working test period is determined by the bargaining unit. 39

Agenda 40

There have been new workgroups created for NP-5 (09) Connecticut Fire & Police The new workgroups are for continuous operations agencies Now contain rotating averaging rules Christmas holiday is December 25 Time and Labor Update NP-5 (09) Workgroups

Existing WorkgroupNew Workgroup 09ESTDGEN 09ECONGEN 09ESTDAPPN 09ECONAPPN 09PSTDGEN 09PCONGEN 09PSTDAPPN 09PCONAPPN Time and Labor Update NP-5 (09) Workgroups, Continued

24/7 agencies having NP-5 (09) employees need to update the workgroup New workgroups effective dated April 8, 2011 Agencies can add a future dated row Time and Labor Update NP-5 (09) Workgroups, Continued

Time Reporting Codes mapped to accrued leave – sick, vacation, PL - have been updated These TRCs can no longer be entered with a negative quantity on the timesheet Effective April 8, 2011 Time and Labor Update Leave Accrual TRCs

Time and Labor rules review has been completed. Testing has been completed. Go-live has been delayed in order to perform parallel testing. Time and Labor Update FLSA Update

Parallel testing provides more comprehensive data on the FLSA impact of the new Time and Labor rules. New go-live date has not yet been determined. More information will be provided as it becomes available. Time and Labor Update FLSA Update, Continued

Agencies wishing to explore self service can contact the Time and Labor team. A one-hour presentation showing self service screenshots of the Timesheet and Approval pages can be provided. Agency tasks and training are also discussed. Contact: Belinda Thibedeau (860) 622-2262. Time and Labor Update Self Service

Agenda 48

Beginning in 2011, health insurance coverage for eligible employees who choose to enroll in the state’s health benefit plan will be effective for the first of the month immediately following the employee’s hire date or date of eligibility. Example: Employee hired on March 22nd; health insurance coverage is effective April 1st. Benefits Update Health Insurance Eligibility

Pursuant to Public Act No. 10-13 COBRA health insurance continuation coverage is extended to a period of thirty (30) months after the date of the following events: layoff, reduction of hours, leave of absence, or termination of employment. Core-CT has been reconfigured to issue COBRA notices using this updated information. Benefits Update Health Insurance Continuation

Core-CT HRMS Users Group Meeting March 22 & 23, 2011