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• OM/PA Updates
• Salary Adjustment Fund Actions
• Agency to Agency Transfers
• Separation Pay Continuation
• OM PCRs: Addresses
• Payroll Updates
• Review New Payroll Corrections process
• Benefits Updates
• Annual Enrollment Updates & Reminders
• eEnroll Document Center
• Insurance Plan Termination Reminders
• Per OSHR: please ensure that all eligible employees who are not receiving SAF due to LOA, or because of a pending PCR, are clearly identified on the master list sent to OSHR
• There are a couple of reports that can help you identify these employees, as well as employees who are not eligible due to separation
• B0080 (Last Employee Action) – Identifies employees who are separated, on LOA FMLA, STD, LTD, WC, etc.
• ZPA0189 – Identifies pending PCRs• There are links included at the end of this section (slide
12) to information on running these reports
• If there was a salary impacting action dated 8/1/17 or later • Agency will need to create a PCR and BSS will insert the action if the “future” dated salary
does not change• If “future” dated salary needs to be revised then the agency needs to send a ticket to BSS
to have that action deleted and the agency will be responsible for creating and working both the SAF and the following action
• If the employee was a new hire 8/1/17 or later then the agency should just process a “Correct New Hire Salary” action
• If the employee went temp to perm or reinstated (reemployment) 8/1/17 or later, the agency will need to create a replacement action with the corrected salary and then put in a ticket to BSS to assist with the correction
• Due to a program setting, if an employee has an 8/1/17 action, the agency will need to create and work the SAF as our programs could not add the increase
• If there was a pending PCR on an employee, the agency will need to create and work the SAF as we cannot process actions on employees with pending PCRs
• As always there will be situations that do not fall clearly into one of the above categories. Please do not hesitate to contact your OM/PA representative to assist in determining the best way to correct an employee’s actions in the system
• Please refer to the transfer checklist. (Link Slide 12). This should be completed every time an employee transfers between agencies in the system
• Communication between the giving and receiving agency is essential
• The receiving agency should not process the transfer action until they have verified that the giving agency has closed out any time, payroll and/or agency specific benefits. This is more than just verifying that time has been entered for the employee through the transfer date
• BSS will not complete the transfers that have to be completed via ticket (Temp to Perm or Biweekly/Monthly) without confirmation of this verification in the Heat Ticket request
• There is a very important step in a Separation Pay Continuation action that is often missed when the action being worked (BPP link on slide 12)
• There is an extra step when saving IT0001 that is not part of a “normal” separation action
• If this step is not completed the employee will remain the holder of their position and not be placed in a “9” position
• BSS runs a report to try to catch these, and any errors will be sent back to the agency to correct
• Refer to Page 22 and 23 of BPP
• When you get to IT0001 in the action, you will need to click on the Assignment button
• Select the Organizational Unit tab
• Fill in the employee’s org unit
• Select Continue
• This separates the employee from their position and places them in position 99999999
• As of the January conference call we announced that all positions must have both a main address and a mailing address
• Any Create New Position PCR that does not include both addresses will be rejected back to the agency
• This is a DIT requirement for the State Employee Directory
• Some agencies have had questions on how to enter both addresses on the OM PCR
• The main “trick” is not to save the infotype until both addresses have been entered
• From Page 12 of BPP (link on slide):
• When creating the address tab on the OM PCR:• Enter the first address (main for example)
• BEFORE clicking the save button, select the mailing address from the subtype dropdown list and then click the get address button
• This will give you a new/blank screen allowing you to put in the mailing address
• If you then hit save, both addresses will be included in the PCR
• After entering the main address click “Mailing” from the dropdown list and then get address
• You will get a blank screen to add the mailing address
• B0080 Last Employee Action in Effect as of Selected Date• https://files.nc.gov/ncosc/documents/files/b0080lastemployeeacti
onineffectasofselecteddate.pdf
• PA WF Report ZPA0189 for PA PCRs• https://files.nc.gov/ncosc/documents/files/PAWorkflowReport.pdf
• Create New Position• https://files.nc.gov/ncosc/documents/files/zoma069createnewposi
tionaction100.pdf
• Separation Pay Continuation Action• https://files.nc.gov/ncosc/documents/files/PAWorkflowZPAA076Se
parationPayContinuationAction.pdf?oJNdYXrPqS9yd60ifuoU_EJsFWv3OJS8
• Transfer Process Checklist• https://files.nc.gov/ncosc/documents/files/TransferProcessChecklis
t_0.pdf
• September Finalization was delayed
• Time transfer and time evaluation did not run
• Had to process Time and re-run payroll
• Exited about 2PM
• REGRET the DELAY for EVERYONE
• Corrected the Time issue
• Expected to run timely on Finalization for October
• Working on a more efficient process
2018 Open Enrollment
9/30/17 – 10/31/17• Change Plans
• Add/Remove Dependents• Add/Cancel Plans
• Plan changes effective date – 1/1/18• SHP deductions will
occur in Dec 2017• Flex deductions will
occur in Jan 2018
Open Enrollment Progress
• What’s new for 2018 with SHP?• CDHP has been eliminated.• All currently enrolled employees have been mapped into
the 70/30 plan effective 1/1/18.• Employees MUST act to reduce their monthly premiums
or move to the 80/20 plan.• Employees must complete the Tobacco Attestation for the 70/30
AND 80/20 plan in order to reduce the monthly premium.• I am not a tobacco user – receives credit• I am a tobacco user but agree to enroll in QuitlineNC – receives
credit• I am a tobacco user – will NOT receive credit
• Employees must complete the open enrollment if they want to enroll in the 80/20 plan.
• 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 at:• 1-855-859-0966.
• Extended Call Hours during Open Enrollment:• Mon – Fri 8am – 10pm
• Sat 8am – 12 pm
• Employees who do nothing during open enrollment, will be automatically enrolled in the Traditional 70/30 Plan along with any dependents with no wellness credit to reduce the monthly premium.
• For the NC Flex plans, employees will receive the same coverage in 2018 as they had in 2017 with the exception of the FSAs.
• Please encourage all employees to click ‘SAVE’ to receive a green “CONGRATULATIONS! YOU HAVE COMPLETED OPEN ENROLLMENT” message.
Encourage employees to PRINT a Confirmation Statement upon completion as supporting documentation and
verification of their enrollment changes.
• New Hires, Newly Eligible Employees, Qualifying Life Events & Return from LOAs –• Employees will be required to complete the 2017 new
hire, newly eligible, QLE or Return from LOA enrollment first before completing their 2018 enrollments.
• The system is designed to roll forward the most current change completed in the 2017 plan year into the 2018 plan year for the medical, dental, & vision.
• Employees need to re-enroll for 2018 in Critical Illness, Cancer, AD&D, & Group Term Life.
• This is for any New Hire, Newly Eligible, QLE & Return from LOA going forward!!!!
• Employees Retiring 11/1/17 or 12/1/17 -
• Active EE plans would term 11/30/17 & 12/31/17 with retiree insurance beginning 12/1/17 & 1/1/18, respectively.
• Employees should have received paperwork from the Retirement System (SRS) indicating enrollment instructions.
• Therefore, the 2018 annual enrollment should be completed under the SRS ORBIT eEnroll platform.
• Employees Retiring 1/1/18 & after –
• Employees will have Agency coverage thru 1/31/18 or after.
• These employees will need to complete annual enrollment through the BEACON eEnroll platform.
• Members that fail to take action, will remain in the 70/30 plan with NO Tobacco Attestation credit.
• IMPACT: Future dated separations that have been processed may prevent eEnroll access to the open enrollment portal.
• These EEs have 2 enrollment options:• Call Benefitfocus at 855 859 0966 and do a phone enrollment, or• Email BEST a ticket with the name of the plan the EE wants to be
enrolled in, along with the names/SSNs of any dependents and whether they are a smoker or nonsmoker.
• Reporting• SAP – Suggested Reports
• B0080: Last Employee Action as of Selected Date – in PA: Employee Actions folder - to identify employees on LOA status
• BP179 & BP006 – Employee Action Detail & Action Summary – to identify Action Type for a specified period
• eEnroll Reports – Central Agency HBRs that have view access in eEnroll also have reporting capability:• Benefit Detail Report – to identify current plan participation• Benefit Comparison Report – to compare benefit elections on one plan
year versus another• Employee Census Report – to identify EEs with LWOP category• Dependent Census – to identify dependents with no SSN, invalid SSN or
pending dependent verification• Employee Rate Factor Survey Detail – to identify EEs who have completed
the Tobacco Attestation
• 2018 Annual Enrollment data will not be loaded in the HR/Payroll system until the first week in December.
• The burden of proof for the QLEs/Dep Verification process is being moved to be the sole responsibility of the employee as the ‘owner of their benefits’.
• The Agency is no longer required to obtain or maintain any supporting documentation for the dependent verification or QLE.
• It will be the employee’s responsibility to upload the applicable documents into the eEnroll Document Center.
• Random audits will be conducted on a consistent basis.• If the documentation is not uploaded, SHP/Flex will attempt to contact the EE directly to
advise of the need for the document(s) to be submitted. • SHP/Flex will give the employee 2 weeks to provide the document(s). • If documentation is not uploaded or if insufficient/invalid documents are loaded, the
dependent will be dropped from the plan or the QLE will be revoked, with potentially no refund of premiums.
• At that time SHP/Flex, will notify the Agency of the denial or revocation so they can alert the employee.
• The Agency responsibility will be:• To educate the employees on the Dependent Verification and QLE processes, rules,
regulations & consequences of not following those rules/processes.• To provide customer service to assist employees as applicable.
• QLEs:• BEST will still be providing the QLE list to Agencies & will
continue to mass approve these tasks each week.• Agencies should use the list to educate & remind the EE
of the new process, requirements & consequences.
• Dependent Verifications:• BEST is currently reviewing and approving/denying
dependent verification documentation uploaded in eEnroll.
• BEST will email Agencies to notify them of any verifications that are denied.
• Agencies will be responsible for notifying the employee.
• Employee Separations
• Agency HR staff processes the Separation action in the HR/Payroll system.
• Termination data is sent to Benefitfocus based on the separation action processed.
• Benefitfocus receives employee separation data, terms benefits plans & transfers plan terminations back to HR/Payroll system (BEACON).
• Benefitfocus will notify Insurance vendors of term to ensure appropriate COBRA/Continuation offers are generated.
• Agency HBR will mail employee Benefits Termination Notice.
• Termination Effective Dates:• SHP:
• Separation actions effective the 1st - 16th of the month – Plans are termed at the end of that month. (This equates to an employee’s last active day of employment is 1st - 15th.)
• Separations effective after the 16th of the month – Plans are termed at the end of the following month. (This equates to an employee’s last active day of employment is 16th – 31st.)
• Exceptions: Death & RIF separations – Plans are termed at the end of the month in which the death or RIF occurs.
• NC Flex:• Plans term at the end of the month that contains the last payroll deduction. (Agencies can submit
a ticket to BEST to have the FSAs covered until the end of the month.)• Exception: Employees separating effective the 2nd of the month (last active day of employment is
1st) – Plan terms the end of the prior month.
• Employee LOAs
• Agency HR staff processes the LOA action in the HR/Payroll system & provides employee with the ‘Continuing Benefits while on LOA’ notice letter.
• BEST runs LOA & DNTK reports during payroll corrections to identify EEs on LWOP status whose plans need to be termed.
• BEST & Benefitfocus terms benefits plans & plan terminations transfer back to HR/Payroll system (BEACON).
• BEST & Benefitfocus will notify Insurance vendors of termed plans to identify EEs who may begin sending payments to the vendors.
• Termination Effective Dates:• SHP:
• Leave is exhausted on the 1st - 15th of the month – Plans are termed at the end of that month if payment is not submitted timely.
• Leave is exhausted on or after the 16th of the month – Plans are termed at the end of the following month if payment is not submitted timely.
• NC Flex:• Plans term at the end of the month that contains the last payroll deduction.• Exception: Employees exhausted all leave on the 1st – Plan terms the end of the prior
month. This is under the assumption that salary generated from leave exhaustion on the 1st will not provide enough funds for all deductions to be taken for that month.
• The standard term rules are based on the timelyprocessing of personnel actions.
• Untimely actions can result in different health insurance term dates due to restrictive retro termination rules under ACA.
• SHP will not allow retro terminations further back than 30-days. • This may result in the Agency being charged the full
provider premium cost (employee + employer).
• Flex allows retro terminations, but BEST is required to provide OSHR notice if more than 90 days retro.
Deadline November 30
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://osc.nc.gov/state-agency-resources/customer-service-hrpayroll/hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 11/14/17 at 10:00 a.m.
Payroll Operations
Ginny Kammer Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Raquel Luster Accounting/Vendor/Direct Deposit Reversals Lead [email protected]
Raquel Luster Settlements Lead [email protected]
Shelia Atkinson SHP Reconciliation Lead/ ORBIT contribution [email protected]
HR Systems Operations
Liz Brown HR Systems Ops Manager [email protected]
Vacant Benefits OPS Lead
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]
