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• OM/PA Updates
• Retroactive Action Processing
• FLSA Changes effective 12/1/2016
• Time Updates
• FLSA Changes effective 12/1/2016
• End of Daylight Saving Time
• Adverse Weather – Hurricane Matthew
• Payroll Updates
• Combined Campaign Deduction
• Benefits Updates
• Annual Enrollment Updates
December Conference Call Date change!! The next HR/Payroll Conference Call webinar is scheduled for 12/13/2016 at 10:00 a.m.
• Memorandum sent from OSHR to Agency HR Directors on 10/31/16 regarding a Process Improvement Initiative for Retroactive Action Processing.
• In summary, retroactive OM and PA actions are no longer required to be routed to OSHR via PCR workflow. In addition, it is no longer required to send action deletion requests to OSHR for approval.
• For actions with an effective date greater than 30 days from the current date, agencies are no longer required to send those actions to OSHR for approval.
• Actions greater than 60 days old, or any replacements/revisions/deletions, will require a ticket to BEST to review and process.
• Your BEST OM/PA representative will review the request and follow up with you if additional information is required.
• Your BEST representative will notify you once your action has been processed. If necessary, we will provide you with additional instructions at that time.
• Please note, this initiative does not impact OSHR’s current process of approving salary-related actions by policy mandate, regardless of effective date.
• Reallocation and Create New Position actions still require OSHR approval due to the temporary moratorium.
• Settlement actions must still be routed to OSHR via Workflow for approval.
• OSHR will provide OSC a list of employees currently exempt from FLSA (N-FLSA) that are under the new annual salary threshold ($47,476).
• On 11/30/16, OSC will run a mass load to change the positions and employees to non-exempt from FLSA (S-FLSA) effective 12/1/16.• Positions will be given an Action Code 116 – Position
Employee Group/Subgroup Change.
• Employees will be given an Appointment Change –Reason code 15 – Change in FLSA.
• OSC will monitor impacted employees that are on LOA at the time of the change. We will notify individual agencies if assistance is needed in placing the LOA action back on the employees.
• To be Proactive:• Run B0083 Position Eligibility Settings. If changing to S-FLSA
the employee must be:• Positive Time Recording as of 12/1/16.• Position must have IT9005 (Overtime Compensation) saved. If the
infotype is not saved, and the employee is S-FLSA, the default will be Immediate Payout for any hours the employee works over 40.
• Ensure that all PCRs for the impacted employees are completed by 11/29/16.
• Employees who are moving from N-FLSA to Subject on 12/1/2016 will have their comp balances removed as of 11/30/2016.
• This will not occur until 12/9/2016, in order to allow time to be entered and approved through 11/30/2016.
• Agencies are advised to ensure the position settings of the impacted EEs have been reviewed and are set to the desired aging period for OT comp, Gap hours comp, on-call comp, etc.
• Daylight Saving Time ended on November 6, 2016,at 2:00 a.m.
• Maximum of 25 hours can be worked and/or on-call on 11/06/2016
• SAP limit is 24 hours in one day
• If an EE needs to record additional time worked or on-call on 11/06/2016 (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
• Adverse Weather (A/A code 9545) was used by many EEs related to Hurricane Matthew during October.
• These liabilities, unless recovered, will begin expiring during the 2nd week of January, 2017.
• Please try to work with EEs to recover AW liabilities in advance of January payroll, using the 2 IT2012 subtypes ZAWR and ZAWB.
• Link to Adverse Weather Recovery Job Aid:
• http://www.osc.nc.gov/training/osctd/help/Time%20Management/Job%20Aids/RecoveringAdverseWeatherOwed.pdf
• Deductions for the Combined Campaign will be loaded at BEST in Mid December 2016
• Do not enter any 2017 deductions unless you receive an error report from Combined Campaign
• Wage type 2450 on Infotype 14 for the per pay period amount
• Creates a WT 9D50 on Infotype 15 for the annual Amount
• Annual Enrollment ended 11/5/16!• Annual Enrollment data is scheduled to be loaded into
BEACON the weekend of December 5, 2016.• BEST is working to get Central Agency HBRs view access to
the eEnroll system before that date. • BEST asked Agency HR Directors to provide a list of 2-3 staff
identified to be given eEnroll view access. BEST received this list last week and are working with Benefitfocus to provide security access and system navigation training.
• Webinar training dates will be forthcoming.
• BEACON provided Agencies Benefit Summary Comparison reports and smoking and health assessment wellness data the last week of annual enrollment. It is BEST’s intent to provide an updated comparison report before the 12/5/16 annual enrollment load.
• Employees are encouraged to print a Benefit Summary from the eEnroll system to ensure the annual enrollment changes are accurate.• NOTE: Health assessment completion data may not all be loaded into
the Benefitfocus eEnroll system. Phone enrollments are taking extra time before they are loaded back into eEnroll. And online assessments completed 11/1-11/5 were not automatically transferring into eEnroll. But it is expected that all health assessment data will be loaded before 12/5/16.
• Employees can, however, go back into their enrollment platform and click on the ‘Access your Health Assessment’ link and capture a screen shot of the date the health assessment was taken for supporting documentation. See example screen shot below:
• New SHP cards will be mailed to employees in Dec.• 2017 deductions for SHP will be taken in the Dec 2016 payroll.• 2017 Flex deductions will be taken in the Jan 2017 payroll.
Exception Requests:• SHP has a new exception request policy:
• Requests are required to be submitted within 60 days of enrollment, termination or change in benefit election or within 30 days of paycheck deduction or premium payment due date reflecting enrollment, termination or change in benefit election, whichever is later.
• SHP stated that annual enrollment exceptions will NOT be accepted after 1/31/17.
• Please encourage your employees to verify their annual enrollment changes!
• The eEnroll system will show both the Current Benefits and the Open Enrollment Benefits platforms:
• The employee needs to complete the New Hire enrollment first in the Current Benefits platform. When they click on the platform, it will be highlighted in dark blue. (Example above, the Open Enrollment platform is activated as it is dark blue.) Therefore, for QLEs and New Hires, they need to click the Current Benefits platform and complete that enrollment first.
• When they complete that, the system will map their elections to the Open Enrollment platform, (even 80/20 or CDHP elections) with the exception of:
• NC Flex Spending accounts,• NC Flex Group Term Life, &• NC Flex Critical Illness • These elections will NOT map forward into the Open Enrollment 2017
platform. Employees will need to re-enroll in those plans for 2017.• Best management practice is for the employee to immediately go into the Open
Enrollment platform to ensure plans mapped forward, or re-enroll for those that did not map forward and re-ensure any wellness credits are displaying.
• New Hires: These employees should be given only one platform for enrollment, as their benefits would only become effective 1/1/17 (or 2/1/17 for SHP only if choosing the 1st of the 2nd month following the date of hire).
• QLEs in December: Employees should go through the regular process to create a QLE in the system. They will only have one option for a 1/1/17 effective date. Per policy, QLEs are effective the 1st of the month following the QLE event.
• MetLife is the new NC Flex Dental vendor for 2017.
• MetLife will be hosting a training in the coming weeks for HBRs. The training will cover using MetLife’s website and important administrative items. Date and time for this training will be forthcoming from OSHR.
• Anyone on COBRA with UCCI will be switched to MetLife.
• Effective 1/1/17, COBRA for the NCFlex dental plan will be managed by MetLife’s vendor, IMS (Interactive Medical Systems). • IMS will receive a list of all current COBRA dental participants from
UCCI. Once this “takeover” file is received, IMS will send out a package to each participant with instructions on continuing coverage with MetLife on 1/1/17. Included in the letter is the customer service number for IMS (800-426-8739; ext. 5054), to assist NCFlex Cobra participants with any questions related to the transition to MetLife on 1/1/17. It is expected that this number will be “active” to assist participants by the end of this week.
This presentation & recording will be posted on the BEST Shared Services website:
• http://www.osc.nc.gov/BEST/index.html• Under Training tab/BEACON Training/Courseware and Job Aids/Job
Aids and BPPs/Conference Calls/Webinars/Workshops/
The next HR/Payroll Conference Call webinar is scheduled for 12/13/2016 at 10:00 a.m.
