Embed Size (px)
Citation preview
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
210/15/19
• NEW! HR-Payroll Conference Call Metrics
• OM/PA Updates• New LOA Report
• Agency to Agency Transfers
• Payroll Updates • Mass Printing of Remuneration Statements
• Time Updates• Holiday Calendar Job Aid
• Updated CATS_DA Layout
• Updated CATC Layout
• Reminder – New A/A Codes for OMAL
• Benefits Updates• Open Enrollment – Reminder
• Non-Payment of State Health Plan Terminations
• Qualifying Life Event – Mass Approval
• Agency to Agency Transfer – Prudential 401K and 457 Deductions
• NCFlex Updates
310/15/19
September HR-Payroll Conference Call
10/15/19 4
• The purpose of this report is to identify employees who have been using consecutive leave but do not have an LOA action.
10/15/19 5
• This report will help HR staff by identifying employees who may qualify for LOA but this has not yet been brought to their attention.
• So much rides on the timeliness of these actions, especially where an employee’s benefits are concerned.
• Two things that must be completed:• Transfer Checklist• https://files.nc.gov/ncosc/documents/Training/Job_Aids/PA/PER-
48_BEACON_to_BEACON_Transfer_Process_Checklist.pdf• Cross Agency Verification Report• https://files.nc.gov/ncosc/documents/Training/Report_Description
s/BP002_Employee_History_9-27-19_A.pdf
10/15/19 6
• 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.
• The process involves much more than just verifying that time has been entered for the employee through the transfer date.
• BSS will not complete transfers that have to be completed via ticket (Temp to Perm or Biweekly to Monthly) without confirmation of this verification in the Heat Ticket request.
10/15/19 7
• Starting October 17, agencies will have the option to print multiple REM statements for an employee or Organizational unit.
10/15/19 8
• Below are the procedures for printing an individual:• Employee Only: Transaction: ZPYR001
10/15/19 9
• Below are the procedures for printing an Org Unit:• Org Unit Only: Transaction: ZPYR001
10/15/19 10
• The Holiday Calendar Job Aid has been updated for
2019-2020.
• Remember: Applicable holiday calendar is determined by EE Personnel Subarea
• Here is a link to the Job Aid:
• https://www.osc.nc.gov/holiday-calendars
1110/15/19
• New layouts are available for the CATS_DA report
• When /Default is the selected layout, CATS_DA shows the following:
10/15/19 12
• To manage layout, select the cube icon shown below:
• Clicking on the triangle allows you to: • Choose layout
• Change layout
• Save layout
• Manage layouts
10/15/19 13
• Choosing Default 2 shows Supervisor Name and Supervisor PRNR (SupPerNo) as shown below:
10/15/19 14
• Choosing Default 3 shows Working Title and Short Position text as shown below:
10/15/19 15
• The default layout/NORM only shows EE PRNR/Name
10/15/19 16
• An additional layout (/NORM2) has been created for CATC – Time Leveling to include Supervisor Name/PRNR.
10/15/19 17
• Reminder - New A/A types for Other Management Approved Leave. A/A 9540 has been delimited as of 9/30/2019.
• Effective 10/1/2019, the following A/A codes are available for Other Management Approved Leave.
• 9530 – OMAL – Non-Discretionary
• 9531 – OMAL – Discretionary
• 9532 – OMAL – Emergency Closing
• 9533 – OMAL – Relief Efforts
• 9534 – OMAL – Medical
• Please note that if an employee is on an Investigatory Placement action, you must use A/A code 9690.
https://files.nc.gov/ncoshr/documents/files/Other_Management_Approved_Leave_0.pdf
189/17/19
• November 2 -19, 2019
• All Plan changes are effective 1/1/2020.
• Benefitfocus has completed the mapping:• All permanent full-time employees were moved to the
70/30 Plan effective 1/1/2020.• All enrolled temporary employees were mapped over to
their current HDHP Plan effective 1/1/2020.
• Employees MUST re-enroll into the 80/20 if they choose.
• Employees enrolling in the 80/20 or 70/30 Plan MUST complete the Smoking Attestation for 2020 in order to receive the $60 credit to reduce their premium.
10/15/19 19
• Smoking Attestation:• If you attest that you are a non-tobacco
user, you will receive the $60 credit and reduce your monthly premium.
10/15/19 20
• If you attest you are a Smoker but are willing to attend a Smoking Cessation Counseling Session with CVS Pharmacy, you will receive the $60 credit and reduce your monthly premium.
• If you attest that you are a Smoker and are not willing to complete the Cessation Program or you do not complete the Cessation Program timely, you will not receive the $60 credit.
• Smoking Cessation Counseling Sessions MUST be completed by 12/31/2019 in order to keep the $60 premium credit.
• iTEDIUM has completed the non-payment terminations for employees on LOA – LWOP who have not paid their premiums for September coverage.
• These employees’ plans have been termed 8/31/2019.
• Exceptions will need to be submitted in order for the plans to be reinstated.
• Employees are eligible to re-enroll during Open Enrollment with an effective date of 1/1/2020.
• We have requested a list of affected employees from the State Health Plan and will share that with the Agencies once we get it.
• IMPORTANT: It is the HBR’s responsibility to inform the employee when an Exception to reinstate coverage has been approved. The Exception will indicate a date that employee MUST pay iTEDIUM for premiums owed. The Exception will not be worked by Benefitfocus until they are able to confirm the employee has paid iTEDIUM.
10/15/19 21
• On October 3, 2019 when the mapping for the SHP happened, Benefitfocus mass approved all pending Qualifying Life Events.
• Lists of employees affected were sent to Agency HBRs last week.
• Agencies were asked to notify these employees regarding the documentation that was needed.
• We are continuing to monitor this list ensuring employees upload the required documentation.
• We will work with Benefitfocus to revert all plans back to the original coverage if the documentation is not uploaded timely.
• Due to employees’ QLE dates being different, we are unable to provide an exact date when the plans will be changed back.
• Please remind employees the required documentation is needed immediately.
• An updated list will be sent out later this week.
• Link to QLE Documentation Requirements: https://files.nc.gov/ncshp/documents/shp-documents/qualifying_life_event_supporting_documentation.pdf
10/15/19 22
• Employees enroll in the 401K and 457 Plans with either % or set a $ amount per paycheck.
• When an employee transfers from monthly to bi-weekly or vise versa, it changes the amount of the employee’s contribution per paycheck.
• Example: Employee is hired at DPS (monthly), enrolls in the 401K for $150 per month. They transfer to DOT (bi-weekly) on 10/15/2019 and they make no change to their Prudential deduction. The employee’s annual contribution on their initial enrollment is $1800 ($150 x 12 = $1800). They contributed $150 for 10 months ($1500 - January to October). There are 5 bi-weekly payrolls remaining in 2019; therefore, their bi-weekly deduction will change to $60 ($1800 - $1500 = $300/5 = $60).
• If the employee wants a different contribution amount, they will need to go on-line to the Prudential website, call Prudential, or complete a form and send it to Prudential.
• Contribution changes take 1-2 pay cycles to be updated!
10/15/19 23
• NCFlex is currently conducting the Fall Train the Trainer Sessions across the state. Please see the link below for dates, locations and registration:
https://oshr.nc.gov/ncflex-upcoming-training-2019
• 2020 Enrollment Guides are available through the NCFlex website at the following link:
https://oshr.nc.gov/ncflex-upcoming-training-2019
10/15/19 24
2510/15/19
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/2019-hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 11/12/19 at 10:00 a.m.
2610/15/19
• OMPA slides 6 & 7 – Is a transfer from a school system treated the same as from another state agency? Response - If someone is coming to BEACON from a school system, it is not considered a transfer as schools are not a state agency.
• OMPA slides 6 & 7 – Will Combined Campaign have to be delimited between BEACON agency transfers? Response - No, please contact Laura Baker, Resource Development Director for State Employees Combined Campaign at 1-919-821-2886 before making any changes to an employee’s combined campaign contributions (WT 2450) in IT0014 and Limit (WT 9D50) in IT0015.
2710/15/19
• Time slides 12-15 – Can you run the CATS_DA report for a specific supervisor? Response - No.
• Time slides 12-15 – Which layout will show shift premium that has been recorded? Response - The “/Default” layout includes a column for premium code – titled Prem. no
• Benefits slide 19 - Per the NC Flex HBR Admin Manual, employees designated on unpaid LOA in the enrollment platform during Open Enrollment (OE) must call the vendors directly to make any changes for the upcoming plan year (excluding FSA accounts). Is this process going to be continued for the 2020 OE? Why is this needed if employees can reenroll within 30 days of their reinstatement from LOA? Response - This pertains to the employees who are keeping their plans active during their LOA and paying the vendors directly, as an employee may need to add or drop a dependent or wish to change plan levels (from a high to low option, etc.). If the employee chooses not to pay the premiums while on LOA, they can re-enroll upon reinstatement.
10/15/19 28
• Benefits slide 19 - If an employee on LOA (unpaid) is reinstated in November after the 19th, what is the process for him/her to enroll for 2019 and 2020? What about an employee on paid leave; how would he/she enroll for 2020? Response - There are different responses to this question:
• If the employee’s plan was terminated due to the QLE for LOA/LWOP and it was notfor non-payment, the employee can re-enroll effective the 1st of the month following their reinstatement date, so in this scenario effective 12/1/2019.
• If the employee’s plan was termed for non-payment while on LOA/LWOP and the employee did not re-enroll during Open Enrollment (OE), the HBR can submit an Exception to allow the employee to re-enroll instead of waiting until Open Enrollment for 2021.
• Employees on LOA with paid leave, should complete Open Enrollment changes during the specified Open Enrollment timeframe, as their plans were not termed, but were mapped to the 2020 platform. Specifically, the health plan was mapped to the 70/30 plan for 2020 and action is required to enroll in the 80/20 plan. Additionally, action is required to re-enroll in any FSA each plan year.
• Benefits slide 19 - Do employees with RIF health coverage go through iTEDIUM to complete their OE? Response – No, RIF employees should make Open Enrollment changes by calling the Eligibility and Enrollment Customer Services Center 1-855-859-0966 to enroll over the phone.
• Benefits slide 19 - What is the link again for the Enrollment Guides? Response –• NC Flex 2020 Enrollment Guides: https://files.nc.gov/ncoshr/documents/files/2020-
NCFlex-Enrollment-Guide-interactive.pdf• 2020 SHP Open Enrollment Decisions Guides: https://www.shpnc.org/2020-benefit-
information
10/15/19 29
• Benefits slide 19 - I had a new employee to enroll in benefits yesterday with a Benefitfocus Rep and was advised he will not need to reenroll during Open Enrollment on Nov 2-19 since he is a new employee and benefits start effective 11/1. Is this accurate? Response - If the employee enrolled in the 80/20 plan effective 11/1/2019 after the mapping was completed (10/6/19), they do not need to re-complete the enrollment for the 80/20 plan. They do, however, need to complete the Smoking Attestation for 2020 so they can keep the $60 credit unless they are a smoker and do not want to complete the counseling session. They will also need to re-enroll in any Flex FSAs for 2020 as well.
• Benefits slide 19 - Is there a status on updating the Benefits Termination Letter in BEACON - ZBNS013? Response - Yes, we are currently working on the final edits to be updated in the system for the 2020 plan year.
10/15/19 30
• Benefits slide 20 - If we have employees who need a tobacco attestation exception due to the distance from a CVS MinuteClinic, can we go ahead and submit them, and will the employees or HBR get a notification when they are approved? Response - Yes, per the State Health Plan, you can go ahead and submit exceptions for this now. Once the exception is either approved or denied, the HBR that submitted the exception will be notified from HBRInquiriesas to the decision. It is the responsibility of the HBR to notify the employee of the decision.
• Benefits slide 20 - Is it smoking cessation or tobacco cessation? Is the employee attesting that they are smoke free or tobacco free? Response - It is a tobacco attestation not just smoking. Cigarettes and chewing tobacco are included, e-cigarettes and vaping are not.
10/15/19 31
Payroll Operations
Kim Aldridge Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Angela Brown Accounting/Vendor/Direct Deposit Reversals Lead [email protected]
Lisa Chapman Settlements Lead [email protected]
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]
3210/15/19
