State of Connecticut Core-CT HRMS Users Group Meeting October 4 & 5, 2011

1. State of ConnecticutCore-CT HRMS Users Group Meeting October 4 & 5, 2011 1

2. Agenda 2

3. General Announcements Core-CT Staffing News 3

4. General Announcements Upgrade • Core-CT is planning for a system upgrade to the HRMS, Financials and EPM applications • The upgrade will be from Version 8.9 to 9.1 • It will allow us to stay current with Oracle Support and take advantage of new features • We are currently going through the procurement process to obtain the services of an implementation partner 4

5. General Announcements Upgrade, continued • Upgrade schedule has not been finalized • Agencies may be called upon to participate with various phases of the project • During the upgrade, the Core-CT team will be split between production support and upgrade activities • Non-critical change requests will not be done in the existing system 5

6. General Announcements Upgrade, continued • Expansion of both ePay and TL Self Service is currently planned during the upgrade effort • Watch for more information 6

7. General Announcements ePay • Expansion of Self Service functionality is a priority • Previously, one of the bottlenecks was Security set-up • Currently, we are working on a feature to allow employees to self-enroll for ePay • Once this is fully in Production, we plan to make this available to all State employees – including student and seasonal workers 7

8. General Announcements ePay, continued • The ePay security role is now being added to new users whose agencies are being set up for TL self service 8

9. Agenda 9

10. Payroll Update Update Employee Tax Data • The system automatically defaults employee’s home address and tax location from personal data and job data records. • As a result, two state tax rows are created if an employee has an out of state address – the out of state row and a CT row. The agency payroll user must remove the out of state row. 10

11. Payroll Update Update Employee Tax Data, continued 11

12. Payroll Update Update Employee Tax Data, continued 12

13. Payroll Update Update Employee Tax Data, continued • Agency User must do the following: • Enable “correct history” and select “view all”; • Select “view all” so that all the tax rows are displayed for the effective date in question; • Delete row with state identifier that is not “CT”

14. Payroll Update New Earnings Code • AIR – Annual Increment Recovery for recovery of lump sum AI’s paid in July 2011 as agreed pursuant to 2011 SEBAC • Agreement • Divide lump sum by 23 to establish amount of recovery • Entries must be made on Additional Pay Page • Must be entered in negative (-) amounts • See Job Aid for more information

15. Payroll Update New Deduction Code STPLAN – Standard Plan for Medical which requires additional premium/deductions as follows: Biweekly: $ 46.16 Semi Mthly: $ 50.00 Monthly: $100.00 For new hires after September 23rd, this will need to be coordinated by agency; payroll users must set up this deduction as applicable. The timing of this deduction must be in sync with employee’s health insurance eligibility date.

16. Payroll Update New Deduction Code, continued • Effective date – should align with the employee’s eligibility for health insurance – the first day of the pay period or the hire date, whichever is later, for the first check paid to the employee in the following month. • Deduction Calculation Routine: select “default to deduction table” – • Do not enter an amount. The deduction amount is already defined on another table.

17. Payroll Update New Deduction Code, continued Example: Shirl the Pearl is hired on September 26, 2011. Eligibility for health insurance begins October 1, 2011. Deduction effective date should be 9/26/2011 which will be reflected in check dated 10/21/11. The deduction effective date for STPLAN should always be the first day of the pay period or the employee’s hire date, whichever is later, for the first check paid to the employee in the following month.

18. Payroll Update New Deduction Code, continued In this example, the employee will not receive payment for the 10/7/11 check. Therefore, an adjustment must be requested through Central Benefits for the arrearage for the first check of the month. In effect, the STPLAN general deduction should always match the employee’s health insurance coverage date.

19. Payroll Update New Deduction Code, continued

20. Payroll Update New Process for Non-Reportable Earnings • Beginning with check dated 9/23/11, a new process has been created to extract all non-reportable TRC's and Earn Codes from both Timesheet and Additional Pay with the purpose of creating a separate check for payment. • No employee or employer deductions should be withheld from this separate check. • In reviewing paycheck data, take note that multiple checks will exist for impacted employees.

21. Payroll Update New Non-Reportable Earnings Process, continued • If an employee has Direct Deposit, the non-reportable sep/ck • will also be direct deposited; • If an employee has a Direct Deposit agreement in place which splits or disperses monies to two accounts, the non-reportable sep/ck will be also be split to the two accounts. For instance, if an employee requests $50 as a flat amount to one account and the balance to another account, all checks – including the non-reportable sep/ck – will be subject to this dispersal. Please make your employees aware of this circumstance.

22. Payroll Update New Non-Reportable Earnings Process, continued • If a replacement (petty cash) check is needed, segregate the normal earnings request from the non-reportable earning and request that no deductions be taken from the latter earnings. • GENERAL NOTE: negative entries for non-reportable earnings or any earn code except those specifically set up for this purpose (FRL, AIR, VPH) should not be made. There is a specific process for recovering overpayments.

23. Payroll Update Final Payment to Retirees and Terminated Employees • Reminder regarding Retirees and Terminated Employees: • All Direct Deposit arrangements should be inactivated before an employee receives their final payouts for vacation and sick time accruals. This will ensure that all employees will receive a check and accounting of said payment (E-Pay employees).

24. Payroll Update - continued CT State Taxes With paycheck dated August 12th, new CT Tax rates were applied retroactive to January 1st, 2011. Of importance, the new withholding tax calculation for wages paid on and after August 1, 2011, assumes that an employee has consistent or non-fluctuating earnings each pay period (absent overtime, promotions, demotions, leaves without pay, etc.), claims the same CT Withholding status for the entire 2011 tax year, and has no changes to tax shelters (403(b)) and deferred compensation (457) deductions or other before-tax deductions.

25. Payroll Update - continued CT State Taxes, Continued In addition, employees who have requested an additional amount or an additional percentage to be withheld in 2011 pursuant to CT-W4 should understand that because of the retroactive nature of this tax change, the ‘catch-up’ provision essentially negates the effect of any previously withheld additional withholding amount. Finally, should an employee wish to increase or decrease their CT taxes, they will need to file a new CT-W4.

26. Payroll Update Year End 2012 is coming! All check/advice reversals and cash recovery/workers' comp reversals as well as other manual adjustments must be submitted to the OSC Central Payroll Unit by noon on Tuesday, November 15, 2011. All reversals for checks and advices issued after November 15 must be submitted to the OSC Central Payroll Unit by noon on Friday, December 16, 2011.

27. Payroll Update Year End, Continued 2012 is coming! Adjustments not received by these deadlines will result in the issuance of a W2-C. Checks dated 12/30/11 – Because of time constraints, all corrections will result in the issuance of a W2-C.

28. Payroll Update Important Scheduling Notes Confirm for 12/2/11 check: Confirm will take place on Wednesday, November 23rd. System Lockout will be in place at 7 PM on Tuesday, November 22nd and will continue through Wednesday, the 23rd. There will be no payline adjustments on Wednesday, November 23rd. Interface files are due on Monday, November 21st by 2 PM.

29. Agenda 29

30. Human Resources Update October 2011 Longevity Process, continued • Preliminary Report was run on Tuesday, 9/20/2011. • Final Processing occurred on Friday, 9/30/2011. • Final Reports were available on Saturday, 10/01/2011. 30

31. Human Resources Update October 2011 Longevity Process, continued • Review carefully to ensure accuracy • Ensure only eligible employees receive payment. • Ensure amount is correct. 31

32. Human Resources Update October 2011 Longevity Process, continued • Important Note for those receiving an October 2011 longevity payment only if such employee had received an April 2011 longevity payment: • If the effective date of the April longevity payment reflects any date other than April 1, 2011, the system did not identify those employees for processing in October. 32

33. Human Resources Update October 2011 Longevity Process, continued • Reminder: Longevity payments for those in the EX pay plan are not updated using the longevity process. • Additional pay will need to be manually entered. 33

34. Human Resources Update Longevity Process after October 2011 • Currently working on implementing the changes resulting from the SEBAC agreement and those identified through Item 1707-E as they impact the April 2012 payment. 34

35. Human Resources Update Longevity Process after October 2011, continued • Do not enter a date into the Longevity Date field for any employees hired on or after 7/1/2011 who are not eligible for longevity payments. • Ensure the date is removed for any employees you may have already hired on or after 7/1/2011 if they are not eligible for longevity payments. 35

36. Human Resources Update Common Issues • When submitting a ticket: • Include Record Numbers on all Job Data requests. • For part-time employees, include hourly rate as well as bi-weekly adjusted rate on all requests for Pay Rate Changes and Data Changes to hours worked. • Before requesting leave insertions, review Job Data to ensure your request is accurate, clear and specific. • Include Action Reason on requests for corrections to an effective date.

37. Human Resources Update Common Issues, continued • Training Classes: • Agencies are NOT to use the Probation Date field as a “tickler” to indicate eligibility to use vacation leave or PL (i.e., after six months) as this is not the appropriate usage of this field and, therefore, is incorrect. Doing so also results in a lot of unnecessary confusion about ‘permanent status’. • The length of the WTP for those in training classes equals the length of the training period. Enter this date in the Probation Date field. • Do not enter a date in the Appointment End Date field for those in training classes.

38. Human Resources Update Common Issues, continued • Red-Circling a Position: • In Position Data, add a row. • Enter appropriate effective date. • Choose Reason Red Circled Position (RCP). • On Description Tab, Title Field, enter “RC” after the title. It will highlight yellow.

39. Human Resources Update

40. Human Resources Update Common Issues, continued • In Job Data, add a row. • Enter appropriate effective date. • Enter Action Reason: Data Change/General Data Change. • Document action in Notepad. • The Job Title on Work Location Tab will now include “RC”. It will not show on the title on Job Information Tab.

41. Human Resources Update

42. Human Resources Update

43. Human Resources Update Common Issues, continued • Transfers in Own Position • Losing agency obtains Dept ID, Location Code, and Combination Code from gaining agency. • Enters position action: Position Change/Transfer to a New Agncy/Dep using above information. • Once position action is approved, enters job data action: Data Change/Employee Transfer Out using same effective date.

44. Human Resources Update Common Issues, continued • Transfers in Own Position, continued • Gaining Agency completes Transfer/Rehire Request form and submits to pauline.mahoney@ct.gov • DAS enters Job Data action: Data Change/Position TrnsfNewDept/Agency/Loc using the same effective date and notifies both agencies of completion. • Gaining Agency ensures accuracy of information. • Any corrections are made via Data Change/General Data Change, using same effective date, effective sequence 2.

45. Human Resources Update Common Issues, continued • Transfers To New Position • Losing agency enters Job Data action: Data Change/Employee Transfer Out. • Gaining agency completes Transfer/Rehire Request form and submits to pauline.mahoney@ct.gov • DAS enters Transfer action in Job Data using the appropriate Reason Code. • Gaining Agency ensures accuracy of information. • Any corrections are made via Data Change/General Data Change, using same effective date, effective sequence 2.

46. Human Resources Update Common Issues, continued • For all transfer actions it is important to enter comments regarding the transfer details • Always include the salary calculation in the Notepad

47. Human Resources Update Common Issues, continued • Always call DAS, Pauline Mahoney, before entering a new record for an active employee • DAS researches to determine need for creating a new record. • 860-713-5033

48. Human Resources Update System Upgrade • The upgrade is coming! • Think ahead and try to address any upcoming agency needs now. • Everyone MUST log tickets. E-mails and phone calls cannot be accepted when requesting assistance.

49. Agenda 49

50. When sending in a ticket please be sure to include the employee number and record number If including a schedule request please make sure only the schedule you are requesting is on the Schedule Template Time and Labor Update Time and Labor Tickets