State of Connecticut Core-CT HRMS HRMS Users Group Meeting June 5 & 6, 2007

1. State of ConnecticutCore-CT HRMS HRMS Users Group Meeting June 5 & 6, 2007

2. Agenda

3. Core-CT Reorganization Part of the Governor’s budget Moves us under OSC Subject to approval of the budget Business process owners remain the same No change in how we interact with agencies No change in location Welcome Coming Soon

4. Projects and Contracts New module in Financials that integrates with HRMS Allows agencies to track labor costs more closely Adds 6 new fields to the Timesheet 4 Agencies this Year: DOT, DPW, DEP, ITD Welcome Coming Soon

5. Agenda

6. Mass Salary Annual and General Wage Increases: Effective dates are 6/22/2007 and 7/1/2007 No contract settlement for NP1 and P5 First preliminary report ran on 05/23/2007 Second preliminary report scheduled to run on 06/08/2007 Final report will run on 06/29/2007 Human Resources Update Mass Salary Increases

7. Cleanup of Recycled and Denied positions should have been completed prior to June 6, 2007. Agency Position Specialists are encouraged to limit the number of position updates performed from mid-May through June 15, 2007. Any positions in proposed status will not be updated for Fiscal Year End. Human Resources Update Fiscal Year End Tasks – Important Reminders

8. Human Resources Update Fiscal Year End Tasks – Important Reminders Positions that are in the approval process during the Fiscal Year transition will require review for the correct budgeting upon approval. • Positions may need to be resubmitted for approval again after the Fiscal Year transition.

9. Human Resources Update Fiscal Year End -- Sequence of Events • Position file will be transferred to OPM on June 6, 2007. • OPM will review and forward to Agencies’ Financial and HR units on June 8, 2007. • Once file is returned to OPM, OPM will return file to Core-CT on June 15, 2007 with the new budgeting information for all positions.

10. Human Resources Update Fiscal Year End -- Sequence of Events • Agency Position Specialists will have view only access in Position Data from June 18th to close of business June 22nd. • This will not prevent agencies from entering into Job Data. • The new budgeting information will be loaded into Core-CT the week of June 18th and a new row dated June 8, 2007 will be inserted into the Position.

11. Human Resources Update Fiscal Year End Assistance • The HRMS Fiscal Year End Job Aid is located at: • http://www.core-ct.state.ct.us/user/hrjobaids/fye/2007_hr_fye.doc

12. New display on Combination Code tab in Position Data Display shows a more detailed breakdown of split funds for Fund Code and SID. Human Resources Update Position Data

13. Human Resources Update Position Data

14. Human Resources Update FICA Status • FICA Status is located in Job Data on the Payroll tab • Status is used to indicate FICA deduction type: • Subject – full deduction • Medicare Only – partial deduction • Exempt – no deduction

15. Human Resources Update FICA Status

16. Human Resources Update Employee Transfers • Contact Lina Simonu instead of DAS Central Business and Audit Unit when transfers involve: • Pay Frequency Changes • Bi-weekly (BCT) to Semi Monthly (S) or Monthly (M) • Graduate Assistants at UCONN

17. Human Resources Update ERIP Payments • Reminder of Final ERIP Payment Due: • Due Pay period 6/22/2007 to 7/5/2007; check dated 7/20/2007. Confirm that employees are terminated. • Appropriate state retirement deductions should be withheld from all employees. • State income tax should be withheld from all employees receiving payments regardless if the employee is a permanent resident of another state. • ERIP payments are not subject to union dues or fees deductions.

18. Human Resources Update Workers Compensation and Pending Disability Retirements • New Action Reasons: • Leave of Absence/WComp Pend Disability Retire • Paid Leave of Absence/WComp Pend Disability Retire • Both are used to place an employee on a Paid/Unpaid Leave while they are continuing to receiving workers’ compensation and a decision is being made regarding his or her application for Disability Retirement.

19. Human Resources Update Probationary Date for Concurrent Working Test Periods • Probationary Date: • Concurrent Working Test Period • Agency to notify DAS HR Business Rules & Central Audit Unit • Information from Agency to Central Audit Unit • Effective date working test period completed (WTC) • Job Code of lower job class • Comments for Notepad, including agency contact information • Any other pertinent information the agency would like included

20. Human Resources Update Probationary Date for Concurrent Working Test Periods • Central Audit will review/approve the transaction and submit to the Core-CT Help Desk for entry • Core-CT Help Desk will process as instructed by Central Audit

21. Human Resources Update Reason Code Change to Reflect 535Q Underfills • Promotion to Target/Position: • Action/Reason Code “Promotion to Target Class” has been changed to “Promotion to Target/Position” to more accurately reflect the acceptable uses of this code.

22. Human Resources Update Reason Code Change to Reflect 535Q Underfills • Agencies should use this code for all underfills authorized via 535-Q • Item 535-Q & WTP Completed – Certification Number field = TRCO or EWAV, depending on whether or notthe underfill is a trainee position • Item 535-Q & Exam Passed prior to WTP Completion – Certification Number field = Exam Certification Number (ATC inquiry) • Agencies should not use this code for Promotions by Reclassification

23. Human Resources Update When to Use Promotion by Reclassification • Promotion by Reclassification: • Agencies should use this (Promotion by Reclassification) code only for underfills authorized under General Letter No. 226 • FAQs clarify when Promotions by Reclassification are not appropriate under CGS Section 227a • Approval via Position Data is required (DAS HR Liaison)

24. Human Resources Update When to Use Promotion by Reclassification • Promotion by Reclassification: • Upon position approval, enter transaction in Job Data • Promotion/Promotion by Reclassification • Certification Number field = EWAV

25. Human Resources Update Temporary Service in a Higher Class - Reminder • Temporary Service in a Higher Class (TSHC): • Employees must be returned to the permanent position at the end of the TSHC assignment • This is true even when the employee is promoted on a permanent basis to the higher class following completion of the TSHC assignment. • Discuss any salary concerns with HR Business Rules and Central Audit. • Core-CT continues to offer training on TSHC procedure NOTE:

26. Human Resources Update Retirement Status • Rescind Retirement • Reemploying from Retirement • Rehire Retiree • Add Employment Instance • Leave original Employment Record in Retirement Status • This procedure does not apply to Rescind of Resignation. Note:

27. Human Resources Update Benefits of Using Notepad Reminder • Please use Notepad! • Enter comments in Notepad whenever a row is added – especially with General Change / General Data Change transactions • Otherwise, users must review every field on every tab in Job Data to determine what information was changed.

28. Human Resources Update Navigation Hot Tip To look for old or specific Daily Mails or Hot Topics navigate to: http://www.core-ct.state.ct.us/hr-daily/Default.asp

29. Human Resources Update Navigation Hot Tip

30. Human Resources Update Navigation Hot Tip

31. Human Resources Update Navigation Hot Tip

32. Human Resources Update Upcoming Training Classes • Job Data and Position Data training classes begin July 12, 2007: • Job Data will be full days; Position Data will be half days with help labs at end of training class • To register, contact your Agency Training Coordinator • http://www.core-ct.state.ct.us/training/identify/Default.htm

33. Agenda

34. Contract Changes for FY 2007-2008 for Time and Labor: http://www.core-ct.state.ct.us/hr/time_and_labor/Default.htm Select 2007 Contract Changes Time and Labor Update Contract Changes

35. Time and Labor Update Contract Changes

36. Time and Labor Groups are used here: Time and Labor Module only Search Pages - Timesheet, Exceptions, Approving Time, Payable Time Detail Report Parameters Security for Time Approvers Time Administration Time and Labor Update Time and Labor Groups

37. Time and Labor Update Time and Labor Groups

38. Time and Labor Update Time and Labor Groups

39. Time and Labor Update Time and Labor Groups

40. Set Up: Each T&L Group ID is 5 digits the first 2 are assigned by Core-CT the last 3 are determine by the agencies Agency determines what criteria is used to group employees into T&L Groups Location Code Department Union Code Job Code Shift Time and Labor Update Time and Labor Groups

41. Time and Labor groups are not effective dated When new groups are created security access follow- up may be needed Time and Labor Update Time and Labor Groups

42. The BP… Time and Labor Groups: Determine what Time Administration batch the employee is processed in Batches are determined by union, employee number When a Batch fails it is posted on the Core-CT home page Time and Labor Update Time and Labor Groups

43. Agenda

44. Agencies must have all data entry of employee elections completed by noon on June 15, 2007. The CTOE07 Open Enrollment event should not be out of sequence on the Event Status Update screen in On Demand Maintenance. If manual or job data events affecting health benefits are entered with an event date prior to 7/1/07, agencies must reprocess the OE event by setting the process indicator back to “Assign Program”. This will ensure that the carriers receive accurate enrollment information when the open enrollment event is closed centrally. For any employee who terminates prior to 7/1/07, agencies must reprocess the OE event by setting the Process Indicator back to Assign Program. The resulting Process Status of the OE event will be “Prep None” or “Pgm None” since the employee is no longer eligible for coverage. Benefits Update 2007 Open Enrollment Processing

45. The 09/01/2007 GAOE07 open enrollment event exists on each employee’s record. This event is only for Graduate Assistants employed at UConn and UCHC. The Process Status of this event will be “Pgm None” for all employees except Graduate Assistants. Benefits Update 2007 Open Enrollment Processing

46. Agencies must review the health and life coverage before processing a termination of employment. Verify that the employee has paid in full for all prior health and life coverage through benefits billing or payroll deductions depending on the status of the employee. Agencies must verify if an arrears balance exists for any terminating employee. Payroll for North America>Periodic Payroll Events USA>Balance Reviews>Arrears Balances CTPYR455 – Deduction in Arrears Report Deductions Not Taken Query (Health and Life) If a valid arrears balance exists, the amounts owed must be deducted from an employee’s pay check prior to the confirmation of the final pay check. Benefits Update Terminations

47. Manual overrides are often necessary to override, refund, or add deductions to an employee’s final paycheck. Agencies are responsible for verifying that an employee has paid in full for all health and life benefits through the effective date of the termination of coverage. Verify that the employee will be receiving a check to pay for the employee and state share deductions for the entire month of coverage. If not, an override must be submitted to add the deductions owed in the final paycheck. This situation frequently occurs in 3 pay period months. Benefits Update Manual Overrides for Employee Terminations

48. If an employee has a deduction calculated for health and/or life benefits after the effective date of the termination of coverage, a manual override should be sent to override the calculated deductions to zero. For example: An employee terminates effective 05/15/2007. The health coverage terminates effective 06/01/2007. The employee must pay in full for May coverage. If a deduction is calculated in a June check, the calculated deductions must be overridden to zero. The retro process must always be monitored after the employee’s termination event is processed to ensure that no deductions are improperly calculated. Benefits Update Manual Overrides for Employee Terminations

49. If an employee has overpaid for coverage, a manual override to refund the overpayment must be submitted. Manual Overrides must be submitted to the Central Benefits Unit (CBU) no later than 9:00 am on payroll confirm Thursday. If an override is being submitted for an employee’s last paycheck, the subject line of the email should state: “Last Paycheck”. Agencies must complete the “Agency Comments” field noting the pay periods for which the manual override is being submitted. Send Manual Overrides to the CBU at the following email address: osc.benefitcorrections@po.state.ct.us Agencies must review the employee’s confirmed paycheck to ensure that the override was entered correctly. Benefits Update Manual Overrides for Employee Terminations

50. Agencies are not permitted to process retroactive events that change an employee’s enrollment data beyond 60 days without approval from the Central Benefits Unit. This is to ensure that health insurance carrier contracts are adhered to and correct monthly premiums are remitted. Coverage changes should be processed before the final payroll confirmation for the month. This will ensure that the current monthly premium will be accurately remitted to the carrier. Benefits Update Retroactive Benefit Elections