UW System Human Resources, Payroll

& Benefits Conference

July 9 – 10, 2014Stevens Point, WI

Where Policy Meets Process

Where Policy Meets Process

Breakout: General HR Session for Transactional

UsersTami Eberle-HR/TAM/Security

Manager

Steve Gunderson-HRS Analyst

Where Policy Meets Process

Agenda

• Action/Action Reason Do’s/Don’ts• Action/Action Reason Benefit Attributes• Business Processes:

• Hire/Rehire• Term/Retire• FTE Changes

• Working Group on Action/Action Reason• Funding Entry• Discussion

Where Policy Meets Process

Action/Action Reason

Where Policy Meets Process

Action/Action Reason Do’s/Don’ts

• Do’s• Use the appropriate

action/action reason for the change

• Don’ts• Don’t combine

action/action reasons for multiple adjustments in one job row entry

• Use effective sequence to record multiple transactions on the same day

Where Policy Meets Process

HR Impacts on Benefits

• Every job row creates a benefit event• Corrections to historic job rows can

retrigger benefit events (and benefits retro)• The type of benefit event is driven by the

Job row action/action reason• HR Action/Action Reasons also drive other

areas (Payroll, T&L, Absence, Finance, etc)

Where Policy Meets Process

Action/Action Reason Benefit Attributes

• Benefit Administration Action (In Use)

• Delivered configuration• Each action/action reason is mapped to a Benefit Administration

Action

• Benefit Status (not currently used, but could in the future)

• Active• Deceased• Leave with Benefits• Leave of Absence• Retired• Retired with Benefits• Suspended• Terminated• Terminated with Benefits

Where Policy Meets Process

Action/Action Reason Benefit Attributes

Action Reason Configuration

Where Policy Meets Process

Benefit Administration ActionsPrimary Benefit Administration Actions (aka Benefit Event Classes or BAS Actions)• CPR – Correct Pay Rate• DTA – Data Change (Added 8/1/2013)• H*1, H*2, H*3 – Hire• ICI – Income Continuation Deferred Enrollment• LOA – Leave of Absence• MSC - Miscellaneous• PAY – Pay Change (Added 8/1/2013)• PLA – Paid Leave of Absence• POS – Position Change (Added 8/1/2013)• RBK – Return from Short Work Break• REH – Rehire• RFL – Return from Leave• SBK – Short Work Break• TL*; TM*; TX*; RL*; RT*; DEA – Termination Layoff; Termination; Termination

Transfer; Retirement Layoff; Retirement; Death

Where Policy Meets Process

Benefit Event Outcomes• Prepare: The Benefit event has been analyzed. All potential election change options,

including prospective benefit program changes, have been generated in the system. Event is ready for institution Ben Administrator or self-service election, or can be finalized without any election to commit the changes. Events that impact benefit eligibility will appear on the MSC Event Evaluation report and will need to be manually finalized. See KB 16795

• Finalized – Prep None: As a result of the event configuration, no election options were prepared and the event automatically finalized. No impact on benefits. Restricted to select CPR, DTA, PAY, and POS Benefit Administration actions.

• Finalized Enrolled: Ben Admin processing is complete for the event. The election updates (if entered) and/or prospective benefit program changes (if indicated) were committed. In the absence of election updates or program changes, there should be no other benefit impacts.

• Self-Service: The ability for employees to make election changes via HRS eBenefits (through the UW portal). At this time this ability is restricted to specific institutions, new hires with no previous WRS service, and the Annual Benefit Enrollment period.

• Termination of Benefits: When finalized, the event terminated all active benefit plan enrollments.

• See KB 20470 for more on Event Process Statuses

Where Policy Meets Process

HR to Benefits ConnectionHR Action Ben Admin Action Benefit Event Outcomes

CPR CPR Finalized-Prep None

DTA DTA; MSC Finalized-Prep None; Prepare

HIR MSC to H*1-3 Self-service

LOA LOA Finalized-Prep None

PAY PAY Finalized-Prep None

PLA PLA Finalized-Prep None

POS POS; MSC Finalized-Prep None; Prepare

RBK RBK Finalized-Prep None

REH MSC Prepare

RFL RFL Finalized-Prep None

SBK SBK Finalized-Prep None

TER; RET TL*; TM*; TX*; RL*; RT*; DEA

Termination of benefits

Where Policy Meets Process

HR Action/Action Reasons

Action/Action Reason Business Processes• Hire/Rehire• Terminations

• Termination• Retirement• Layoff• Transfer

• FTE

Where Policy Meets Process

Hire/Rehire• Event processing highlighted• All processing starts with the Hire/Rehire job row

Where Policy Meets Process

Term/Retire/Layoff/Transfer• Event processing highlighted• All processing starts with the Termination job row• The differences between the various replaced Term

Events have to do with driving the correct Health and State Group Life coverage termination dates

Where Policy Meets Process

Term/Retire/Layoff/Transfer followed by a Rehire

• Event processing highlighted• As long as the hire is entered before the fifth day

following the Job term date, benefit plans will NOT be terminated

Where Policy Meets Process

FTE Changes• FTE changes potentially impact:

• Health insurance rate• Income Continuation Insurance Base Rate (ABBR)

• Currently NO automated processes• The Recurring ABBR process has been turned off

• Dependency: Selecting the correct FTE Action/Action Reason:

• DTA / Change FTE - Temp – Voluntary• DTA / Change FTE - Perm - Voluntary

• Discussion Point: What defines temporary vs permanent FTE?

• Benefits Definition: Permanent ≥ 3 months

Where Policy Meets Process

Working Group on Action/Action Reason

• Working group is reviewing PAY action reasons

• Reviewing when they should be used• How often each code is being used• Should we discontinue use of particular

action reasons?• Do we need to add additional action

reasons?

Where Policy Meets Process

Working Group on Action/Action Reason

• Next steps• Meet with working group from institutions

to discuss further• Work on other actions outside of PAY

(DTA, HIR, etc.)

Where Policy Meets Process

Funding

Where Policy Meets Process

Funding EntryFunding Entry Essentials

• Use information from Job Data-Not from Funding Screen – Use the Effective Date, Organization Department for any Hire, Rehire, Transfer or any time there is a Department Change from the Job Data

• Do not use Correct History to make changes to funding after a payroll has been calced for a past payroll.

• Do not delete funding after a payroll has used that funding for a past payroll

• Funding must always have a status of “Active” for any employee who is going to paid from that funding

• Funding changes should not be made for a payroll that has been calced, but not yet paid until the payroll has been posted to WISDM

• For tricky funding situations (see Appendix A for examples), please collaborate with the Service Center’s HR & Finance teams before HR entry begins.

Where Policy Meets Process

Terminations in Error Have Consequences!

• Terminations for even one day have significant funding effects

• Benefits are significantly affected by terminations• Terminations and Rehires cause problems with

funding entry• Encumbrances do not calculate correctly• Multiple transactions on same day (termination –

rehire – termination – rehire) cause problems with funding entry. A funding entry must be made for each rehire in the order of the rehire, even if the position is terminated and rehired on the same day.

Where Policy Meets Process

Off Cycle Payroll Consequences

• Accounting entries for off cycle payrolls do not post until next on cycle payroll

• This can have significant consequences at end of fiscal year, end of calendar year, and at the end of a project

• Employees paid on the monthly payroll who are paid on an off cycle check between the period after the November monthly payroll calcs and before the end of December will not have the accounting entries posted until late February

• Off cycle payrolls are paid on paper checks that can be misrouted and lost

Where Policy Meets Process

Funding Summary•Funding entry essentials

• Use Job Data Information• Do not use Correct History after payroll calc• Avoid deleting funding used on a past payroll• Funding status must be “active”• Avoid funding changes after a calc, but prior to pay-date• Collaborate with SC on tricky funding situations before HR

entry

• Terminations in error have consequences• Funding• Benefits• Encumbrances

Where Policy Meets Process

Funding Summary continued•Off Cycle Payroll Consequences

• Accounting entries post on subsequent on cycle payroll• Calendar & Fiscal Year End impact• Monthly off cycle adjustment entered in December aren’t

posted until the following February• Off Cycle adjustments are paid via paper check

Please send all questions to scfinteam@aims.wisc.edu

Where Policy Meets Process

Appendix A: Tricky Funding Scenarios

•A current H-Basis employee receives a new A-Basis appointment at a new campus on the same employee record. The effective date is near the end of the month (e.g.4/25). The monthly payroll cals on 4/17 and will produce a paycheck for the period of 4/25-4/30 for the new A-Basis appointment. The employee also needs to be paid on biweekly payrolls that will calc on 4/22 and 5/5, both after the monthly payroll calcs.•An A-Basis employee transfer from one campus to another on 4/20 on the same employee record. The employee gets paid from Campus A for 4/1-4/20 and from Campus B for 4/21-4/30. The employee is also receiving a lump sum payment on the same employee record for the period of 4/1-4/30 which crosses both appointments.•An H-Basis employee transfers to a new job on 4/6. On his paycheck being calced for his new job for the period of 4/6-4/19, he is being paid for HRG, OTR, and N01. He also has payments form his old job for the period of 1/26-2/8 that include HRG, OTR, and N01.

Where Policy Meets Process

DiscussionHR Ah-hah Moment Review• HR specialists continue to combine multiple job actions

against a single Job Data row and action/reason instead of adding multiple sequenced rows.

• Benefit specialists with update/display access to the Job Data Benefits Program Participation page are manually updating the configuration and the benefit program fields.  Doing so triggers the Populate Eligibility Configuration process to reset the configuration fields the next time the benefits batch stream runs.  In the case of the benefit program, the next job row will likely result in the benefit program being assigned to a different program than the one that was manually entered.  Best practice is to update the job attributes to obtain the desired results.

Where Policy Meets Process

DiscussionHR Ah-hah Moment Review• Benefit specialists with access to the Job Data UW Benefits* tab are

entering a benefit Eligibility Exception override to drive the expected benefits outcome instead of allowing the Job attributes to drive the outcome.  The use of the Eligibility Exception field should be limited to Service Center use only and was intended for very limited use.  Best practice is to update the job attributes to obtain the desired eligibility results.  If this cannot be accomplished, a ticket should be opened with the Support Center.

• Employees continue to be terminated and rehired with both Job Data entries occurring on the very same day.

• Employees continue to be terminated and rehired instead of transferred.• Additional Empl Rcds continue to be added to accommodate desired

funding.• Retroactive terminations continue to be entered at a significant rate.