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6/19/18 1

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

liz.brown@osc.nc.gov

4/17/18 26/19/18

• OM/PA Updates

• Class and Comp Personnel Actions

• Class and Comp Position Actions

• PCR Information Pay Scale Level

• LI Preparation

• LI Post Processing

• Position Budget Update Program to stop for LI

• PCR Contract Field for Temps

• Payroll Updates

• Bank Change Update

• Legislative Increase (LI) dates

• Time Updates

• IT0416

• Special Bonus FY2019 Leave

• Benefits Updates

• Voluntary Shared Leave (VSL)

• Revised 401K/457 Prudential Forms

• QLE – NC Flex Group Term Life

• eEnroll Changing Name to eBenefits

• Rules for Setting Full Cost for Employees on LOA

• Process Setting Full Cost for Employees on STD – Reminder

• Employment Status Change Enhancements in Benefitfocus/Beacon

• Training Updates

6/19/18 3

Clusters not created for June Pay results for some EEs

Error for EEs with NC Flex Vison in 2017

Correct results will be available on Wednesday morning

6/18/20184

• Employee has a 6/1/18 Reallocation Action on the record and:• They separated prior to 6/1/18

• BSS will delete the reallocation, and agency will work separation

• They went on LOA prior to 6/1/18• BSS will insert the LOA action

• They have an action that is salary impacting/touches IT0008 (Basic Pay), or an action in which the employee changes positions• BSS will delete the 6/1/18 reallocation and the agency will be responsible

for working the action as well as a new reallocation action

• These are three of the most common situations.

• This slide in no way covers all possibilities.

• Please refer to prior communication or you can always ask your BSS Representative.

56/19/18

• Position Transfer, County Changes, EE Group/Subgroup Changes, Supervisor Changes and Change in Hour Actions should be in WF for BSS approval no later than 6/28/2018.

• Reallocations and Create New Positions• Smartsheet or Email approval from OSHR must be

attached to the OM PCR or BSS will not approve.

• If agency has delegated authority for the classification, this must be noted in the PCR comments or BSS will not approve.

66/19/18

• What to fill in for the Pay Scale Group Level:• Use the actual level – You will need to look this up based

on the quartiles of the salary grade.

• Do not use “GN.”

• The Min and Max that populate will be based on the quartile, not the entire salary grade range.

• Trainees may be “00” below the Min.

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Bottom Left of PA PCR (Basic Pay Section)

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The Min and Max are based on the specific quartile. Be sure to enter correct level so the salary does not appear above the Max or below the Min.

• The system remains locked for actions dated 7/1/18 or later:• This does not include actions for supplemental

employees.

• Do not make any changes to any personnel (PA) or organizational management (OM) record dated 7/1/18 or later. Doing so will cause errors and may prevent an employee from receiving the LI if one is granted.

• Separations with a 6/30/18 PCR effective date may be processed even though the system will add a day to the action to make it 7/1/18. These employees will then be withdrawn as of 7/1/18 and, therefore, not eligible.

96/19/18

• In a perfect world, all PA and OM actions would be completed by 6/30/18 for the close out of the fiscal year.

• Please continue to work diligently to get actions dated 6/30/18 or before completed before the LI is processed as we want the data to be as accurate as possible when the program runs.

• With the above in mind, all OM and PA PCRs must be complete or cancelled no later than COB 7/11/18 for the processing of the LI.

• BSS will send PCR monitoring reports again this week.

• Any OM Spreadsheets for June must be submitted to BSS no later than COB 6/25/18. Due to the increased workload in preparation for the LI, we may not be able to complete every spreadsheet that has been submitted.

106/19/18

• OM spreadsheets should have an effective date of 7/2/18 or later.

• Reallocation Moratorium still in place. • The process for working actions with effective dates

prior to 7/1/18 will be similar to the process we have in place following the Class and Comp project. (Reference previous slide).

11

See what I did there?

6/19/18

• In reference to the program that runs every night to match position and employee salaries and ensure all positions are at least at the minimum salary:

• This program will stop running on 6/30/18.

• It will start again after the Legislative Increase is processed (tentatively weekend of 7/13/18).

• Any change to an employee’s salary in the interim must be updated on infotypes 1018 (Cost Distribution) and 9018 (Display Budget). • This is for any salary changing 6/30/18 and prior.• Still no changes are to be made with 7/1/18 or later

dates.

126/19/18

• When working an action for a temporary employee, the contract field on IT0001 will default based off of the ACA status that was selected on the PA PCR.

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Bottom Section of PA PCR (ACA)

IT 0001 (Org. Assignment)

You will see this change in the system effective 6/22/2018.

6/19/18

• The only population of employees whose IT0001 will not default properly is the rehired retirees. Agencies will need to select the proper code for these employees when they get to IT0001.

• More detail on what settings should be used for particular employees and the need for this change will be covered by Benefits later in the presentation.

146/19/18

• There is a new Date Type being added for Temporary Employees: BF (Benefit Elig Date).

• BSS will add this date for employees already hired in the system.

• This is the date employees were first possibly eligible for benefits.

• The Benefits Team will provide further explanation of this date later in the presentation.

• Do not delete this date when you see it for Temps.

• NOTE: Perm employees should have an (01-Original Hire Date). However, Perm employees may also have a BF date. Please ensure the BF date is not deleted.

156/19/18

• ESS bank Changes suspended • Estimated date to reinstate: July 9, 2018

• Verification Letter to be sent to Employees who make changes in ESS• Sent to mailing address

• If address changed within 14 days letter sent to Old and New address

• Email sent to address on Infotype 0105- Communication Sub type – 0010 Work email• The system will not recognize if this is an invalid Email address

(or a group email).

6/19/18

• Bank change requests received in the HR Office• Verify that the employee is making this request

• Forms can be forged – be careful that the employee is making the banking change request

• Review Employee’s work email address for accuracy

• Review Employee’s work Phone Number

NOTE:• HEAT ticket system uses the BEACON IT0010 to populate the

contact information in the Heat Tickets.

• Check your information also

176/19/18

• SYSTEM will be closed at 12 NOON on July 13 to process the 2018 LI. The system will remain closed thru the weekend

• The LI will be in the BW paycheck on 7/27

• The LI will be in the July Monthly check on July 31

186/19/18

• There is a new BOBJ report available under the PT folder as shown below:

• This report displays the hours and associated quota that will be paid out in the next payroll that were created using IT0416.

• It can also be used for historical reporting of previous payouts made via IT0416.

• The Job Aid for this report is now available and here is the link:

https://www.osc.nc.gov/documents/b0213-time-quota-compensation-payouts

196/19/18

• SB99 granted 40 hours of leave to all full-time permanent state employees as of 7/1/2018. Part-time permanent employees will receive a pro-rated amount of the 40 hours awarded.

• This will require a new quota, A/A type, and wage type to be created.

• If not used prior to the time of separation or retirement, the new bonus leave cannot be paid out and is lost.

• More information to come on the July Conference Call!

206/19/18

• Employees on Leave of Absence (LOA) may be eligible for VSL

• Approved VSL Donations should be exhausted for the employees as soon as possible

• Approved VSL donations should be entered prior to the Payroll Corrections Period

• Issues with exhausting VSL late:• EE can appear to be in non-pay status when they have

leave to exhaust, which can result in:• State Health Plan coverage being termed – Exception will need

to be submitted to have reinstated• NC Flex Plans being termed – EE will need to pay vendors direct

while on LOA

216/19/18

• Prudential has updated the Forms for 401K and 457 Enrollments and Changes, please have employees begin using the new forms immediately. Below are the links to the Prudential Website:

• 401K Savings and Roth Enrollment Form: http://www3.prudential.com/email/retirement/IMFPWeb/hosted_websites/cs/ncplans/pdfs/nc401k-plan/401(k)-Enrollment-Form.pdf

• 401K Saving and Roth Change Form: http://www3.prudential.com/email/retirement/IMFPWeb/hosted_websites/cs/ncplans/pdfs/nc401k-plan/401(k)-Investment-&-GoalMaker-Election-and-Contribution-Change-Form.pdf

• 457 Deferred Compensation and Roth Enrollment Form: http://www3.prudential.com/email/retirement/IMFPWeb/hosted_websites/cs/ncplans/pdfs/nc457-plan/457-Enrollment-Form.pdf

• 457 Deferred Compensation and Roth Change Form: http://www3.prudential.com/email/retirement/IMFPWeb/hosted_websites/cs/ncplans/pdfs/nc457-plan/457-Investment-&-GoalMaker-Election-and-Contribution-Change-Form.pdf

226/19/18

• A recent audit revealed that over 800 users with Administrative Access to eEnroll have not logged into the System in more than 90 days

• In order to keep member information secure, Benefitfocus will now disable accounts after 90 days of inactivity

• For those Central HBRs who have view Access to eEnroll, you MUST log in at least every 90 days to avoid your activation being disabled

• If your access is disabled you will need to:

• Complete the eEnroll Access Request Form : https://shp.nctreasurer.com/Medical%20Benefits/eEnroll%20Access%20Request%20Form.pdf#search=eEnroll%20Access%20Request%20Form

• Perform the necessary training https://shp.nctreasurer.com/AboutSHP/newsroom/features/Pages/HBR-Required-Training.aspx

• Return both documents to hbrtraining@nctreasurer.com

• Reminder: When anyone who has access to eEnroll leaves your Agency, you must immediately notify hbrinquiries@nctreasurer.com to have their access disabled.

• You can find out who at your Agency has view Access to eEnroll by going to Standard Reports, Administrative Tab, Active User Accounts

236/19/18

• Employees can enroll in the NC Flex Group Term Life plan with coverage up to $200K due to a Qualifying Life Event (QLE) with no Evidence of Insurability (EOI)

• Employees can also enroll their spouse in the NC Flex Group Term Life coverage with $50K due to a QLE with no EOI

• The employee can enroll their child(ren), EOI is never required for child(ren) coverage

• The employee MUST be enrolled in the Group Term Life Plan in order for the Spouse and/or Child(ren) to be eligible

• Examples of a valid QLE include but not limited to:• Marriage• Divorce• Death of Dependent• Birth of a Child***NC FLEX CONSISTENCY RULE APPLIES***• Reinstatement from LOA – if LOA is greater than 31 daysNOTE: LOAs less than 31 days, employee can only re-enroll in the same coverage they had prior to the LOA

• When the employee is the only one enrolled in the Group Term Life plan, the deduction is pre-tax

• When the employee is enrolled and/or the spouse or dependent children also have a plan, all deductions become post-tax

246/19/18

• The State Health Plan is changing the name of eEnroll to eBenefits

• This change will not affect how employees currently enroll and/or make changes to their benefits

• Employees will continue to log in through ESS and click the “My Benefits” link, they will then click eBenefits (formerly eEnroll) and will be taken to the Benefitfocus portal to enroll and/or make changes

• Be on the look-out for this change to be coming soon!

256/19/18

• Employees on LOA – LWOP that will not be set to full cost are:• FMLA• Workers’ Compensation• Short-Term Disability > 5 yrs of Retirement Service Credit• Military – State Call-Up for Reserve Active Duty

• Employees on LOA – LWOP who are responsible for paying full cost for health insurance are:• Extended Illness • Short-term Disability < 5 yrs Retirement Service Credit• Education• Other

266/19/18

• Employees whose leave or FMLA (whichever is later) runs out between the 1st and the 15th of the month are eligible for coverage through the end of the current month

• Full Cost is set the 1st of the following monthExample: EE on LOA – Extended Illness runs out of leave on 6/5/2018, full cost will be begin with coverage 7/1/2018

• Employees whose leave or FMLA (whichever is later) runs out between the 16th and the end of the month are eligible for coverage through the end of the following month

• Full cost is set the 1st of the month after the employee’s eligible state sponsored coverage ends

Example: EE is on LOA – Extended Illness and leave runs out 6/24/2018, EE will be set to full cost for coverage 8/1/2018

• BEST is responsible for determining when to set full cost for all LOA-LWOP employees except EEs on STD < 5 years Retirement Service Credit (see next slide for instructions)

• Full Cost can only be set for employees on a current basis; therefore, Agencies may be required to pay the ER portion of the premium if late actions are worked

276/19/18

We are no longer using the Work Contract Field on IT 0001 for Agencies to set employees to full cost.• Employees who have < 5 years of Contributing Service

with the Retirement System and have been approved for Short- Term Disability will need to be set to full cost• Agency HBR will need to open a ticket with BEST requesting

the employee be set to full cost for Health Insurance.• BEST will create the full cost plan on IT 0167 charging the

employee for the entire health insurance premium (EE and ER Cost)

• Full Cost can only be set on a current basis; therefore, if an action is worked late or the Agency notifies us late, this could result in the Agency paying the ER portion for months the EE should have paid

6/19/18

Employees IT 0167 Record:

6/19/18

• The State Health Plan will be moving the administration of enrollment for the High Deductible Health Plan (HDHP) from iTEDIUM/Medcost to Benefitfocus.

• iTEDIUM/Medcost will continue to bill each employee on the HDHP plan directly, and the employee will continue to send their premium payment to iTEDIUM/Medcost.

• Beginning January 1, 2019 – the Integrated HR/Payroll System will begin paying the ER portion of the HDHP health insurance coverage for Supplemental Employees on behalf of the Agency.

• The HDHP Plans will be included on the BCBS bill for each Agency along with the regular 80/20 and 70/30 plans for Permanent Employees

• Current supplemental employees will be using Benefitfocus to complete their enrollment changes into the HDHP Plan beginning with this year’s Open Enrollment.

• Additional information will be forthcoming as to when New Hire Employees will transition from enrolling through iTEDIUM/Medcost to enrolling through Benefitfocus.

306/19/18

• During the hiring process for a supplemental employee, the data maintainer needs to determine how many working hours the employee is expected to work each week.

316/19/18

Note: Red boxes above auto populate from the PCR to the Contract Field on IT 0001. Blue boxes above will need to be manually selected for the Contact Field on IT 0001

• For Rehired Retirees coming back to a Supplemental position, the data maintainer will:

• Need to determine how many working hours the employee is expected to work each week, and indicate that on the PCR

• Override pre-populated selection on IT 0001 Contract Field and select one of the following options:

• R1 – ACARetEx30+HRS – Supplemental EE Exempt to the Limit working >30 hrs/week• R2 - ACARetSub30+HRS - Supplemental EE Subject to the Limit working >30 hrs/week• RE – Ret Ex from Lmt - Supplemental EE Exempt to the Limit working <30 hrs/week• RS - Ret Sub to Lmt Supplemental EE Subject to the Limit working <30 hrs/week• RO – Ret Non NC Gov – Supplemental EE Retired outside of State Government

• Selecting the appropriate option on the Contract Field will automatically update IT0171

326/19/18

• All Supplemental employees will have a “BF” date on their IT 0041 record.

• This date signifies the earliest date the employee was possibly eligible for benefits as a Temporary Employee

• Example: This EE’s current hire date as a Supplemental Employee is 7/14/2018; however, they previously worked for the State as a Supplemental Employee and were first possibly eligible for benefits on 6/1/2010

• A Mass Program will be run to give all current Supplemental Employees a “BF” Date

• If you see a “BF” Date populated on employee’s record DO NOT delete it.

336/19/18

• Classes have been scheduled through October in LMS and are listed on the OSC.NC.GOV/Training website.

• Learning Lab – Refreshers are going very well –Great feedback

• Learning Lab – Work Sessions are scheduled for August through October in LMS. There are seats still available.

6/19/18

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/2018-hr-and-payroll-conference-calls

The next HR/Payroll Conference Call webinar is scheduled for 7/17/18 at 10:00 a.m.

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6/19/18 36

Payroll Operations

Ginny Kammer Payroll Ops Manager ginny.kammer@osc.nc.gov

Theresa Grandy Payroll Ops Lead/ Garnishments theresa.grandy@osc.nc.gov

Raquel Luster Accounting/Vendor/Direct Deposit Reversals Lead raquel.luster@osc.nc.gov

Raquel Luster Settlements Lead raquel.luster@osc.nc.gov

Shelia Atkinson SHP Reconciliation Lead/ ORBIT contribution shelia.atkinson@osc.nc.gov

HR Systems Operations

Liz Brown HR Systems Ops Manager liz.brown@osc.nc.gov

Darlene Yost Benefits OPS Lead darlene.yost@osc.nc.gov

Randy Keel Time OPS Lead randy.keel@osc.nc.gov

Theresa Jeffries HR-OMPA Lead theresa.jeffries@osc.nc.gov

BEST Shared Services Call Center

David McAdams Call Center Manager david.mcadams@osc.nc.gov

Carla Brown Call Center Supervisor carla.brown@osc.nc.gov

Vanessa Harris Call Center Supervisor vanessa.harris@osc.nc.gov

Training

Cheryl Manning Training Lead cheryl.manning@osc.nc.gov

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