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6/18/2019
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16/18/19
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
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• OM/PA Updates
• End of Fiscal Year
• Pay Info on PA PCR
• Perm to Temp to Perm LOS
• Payroll Updates
• Time Updates
• Compensated Absences Report
• Benefits Updates
• LOA Category Status Change Updates
• Non-Payment Termination of Coverage
• New Hire Enrollments
• NCFlex Updates
• Training Updates
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• The system remains locked for actions dated 7/1/19 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 7/1/19 or later. Doing so will cause errors and may prevent an employee from receiving the LI if one is granted.
• Separations with a 6/30/19 PCR effective date can be processed even though the system will add a day to the action to make it 7/1/19.
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• All PA and OM PCRs should be completed by 6/30/19 for the close out of the fiscal year.
• BEST will continue to provide you with PA and OM PCR monitoring reports.
• Please continue to work actions effective prior to 7/1/2019 even after 6/30/2019 until instructed otherwise. We want all data to be as accurate as possible if we receive a 7/1/19 LI.
• BEST and OSHR will communicate further instructions/deadlines as they become available.
• Per my 6/13/19 email, the cutoff for June OM spreadsheets was yesterday. We will communicate when you can begin sending in new spreadsheets as soon as we learn more about July processing.
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• 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 6/30/19.• We will communicate when the program will resume.
• 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 6/30/19 and prior.• Still no changes are to be made with 7/1/19 or later dates.
• Please communicate this information to anyone in your budget office who may not be on the call.
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PA PCR
IT0008 (Basic Pay)
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• Pay information defaults to employee’s current pay information.
• When entering a new position number the pay scale type, area and group may not change.
• Make sure you enter the correct information.
• To force the system to pull the information off of the new position: blank out the position number, hit the green check and then reenter the position and the green check again.
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• Reminder of a known issue.
• Functional is working on correcting this.
• What Happens: When a perm employee separates, reinstates as a temporary employee and then becomes perm again, the system “resets” the employee’s length of service.
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• Either resets to the amount on the conversion IT0552 or back to zero if there is not a conversion IT0552.
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• What to do: Submit a ticket request to BSS with a complete/signed aggregate service form. Your representative will correct the LOS.
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• What not to do: Create an IT0552.
• No current updates.
• Any Payroll questions?
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• The annual Compensated Absences Report is an integral part of the CAFR which OSC produces every year.
• To improve the accuracy of this report, all JUNE vacation and/or bonus leave balances must be up-to-date and accounted for through June 30, 2019.
• OSC requests that ALL June vacation and/or bonus leave is entered, released, and approved NO LATER THAN FRIDAY, JULY 19, 2019.
• Final compensated absence reports for CAFR use will be produced on July 26, 2019.
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• Letters were mailed to employees in April and May• Employees mailing checks to BEST
• Employees having SHP/NCFlex deductions from their Short-Term Disability benefit
• Employees having SHP deduction from Workers’ Compensation Supplement
• Reminder letters also will be mailed in June to impacted employees.
• June premiums for July coverage will be the last month we will process premium payments for employees on Leave of Absence (LOA) – Leave without Pay (LWOP)
• Effective for the July premium for Aug coverage, employees on LOA –LWOP will need to pay iTEDIUM for premiums due.• Employees will be set up with a Direct Bill Plan on IT 0167:
• Direct Bill – Partial – EE pays the EE cost, Agency pays the ER cost (i.e. LOA -FMLA, STD w > 5 yrs, WC, Military – State Call-up)
• Direct Bill – Full – EE pays the EE and ER Cost (i.e. LOA - Extended Illness, STD < 5 yrs, Other)
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• Employees on STD and/or WC Supplement will no longer have NCFlex deductions taken from their benefits payments.• These NC Flex Plans will be delimited 6/30/2019.
• Employees will need to pay each NCFlex vendor directly in order to keep these plans active during their LOA.
• Once the employee is reinstated from LOA, they will have 30 days to re-enroll in the NCFlex Plan(s) they had prior to the LOA, and premiums will then be payroll deducted again.
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• Employees currently on LOA-LWOP who pay their premiums in their June check for July coverage will be invoiced from iTEDIUM after July 9th for August coverage.
• Invoice will indicate the date the payment MUST be received by.
• Employees who do not pay iTEDIUM by the due date each month may have their coverage termed for non-payment.• If payment has not been received by the grace period, the plan will be
termed for non-payment.
• Plans termed for non-payment will prevent the employee from being able to re-enroll in the plan until the next Open Enrollment.• Example: EE does not pay the premium due for August coverage, plan is
termed for non-payment 7/31/2019. EE returns to work 9/15/2019 and will not be eligible to re-enroll 10/1/2019. EE will need to wait unit Open Enrollment and can then enroll effective 1/1/2020.
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• BEST will review all employees that have mailed in checks.
• Employees will receive a refund for any unused funds that have been received.
• Any checks received after the June Payroll deadlines (monthly and bi-weekly) will be returned to the employee if the payment is for August coverage and later.
• Any checks received after June Payroll deadlines for July coverage and prior, will be processed if the employee’s plan has been reinstated.• Example: Exception Approval with reinstatement prior to
8/1/2019.
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• BEST will conduct a webinar for all HBRs in mid July.
• Calendar invites with the exact date and time will be sent out soon!
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BE ON THE LOOKOUT!
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• Any plan termed for non-payment can prevent an employee from enrolling until the next Open Enrollment.
• Example: EE is hired as a Temporary and enrolls in the High Deductible Health Plan (HDHP) Plan effective 7/1/2019. They do not pay the premium due to iTEDIUM and the plan is termed for non-payment. The employee is then hired into a permanent position on 9/5/2019. The employee will not be eligible to enroll in the 70/30 or 80/20 plan effective 10/1/2019 due to the non-payment of the HDHP plan within the same calendar year. The employee will need to wait until Open Enrollment to enroll with an effective date of 1/1/2020.
• Example: EE is hired as a Temporary and enrolls in the HDHP effective 7/1/2019. They do not pay the premium due to iTEDIUMand the plan is termed for non-payment. The employee is then hired into a permanent position on 2/6/2020. The employee would be eligible to enroll in the 70/30 or 80/20 plan effective 3/1/2020 since the non-payment occurred in the prior year.
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• New hire employees with issues being able to enroll in eBenefits should contact their HBR and have a ticket placed with BEST.
• BEST will determine if the issue is with how the new hire information was passed to eBenefits and can be corrected to open the enrollment platform.
• Employees should NOT go into eBenefits and create a QLE for “Loss of Other Coverage” and enroll in the SHP. • QLE will be denied.• Exception to enroll with the correct effective date will need to
be done, if the employee is outside of their 30 days.
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• OM/PA• Is there a projected date to open the system for
processing July actions?• Response – No. This is pending the legislature’s approval of the
budget and processing of the potential LI. The system is expected to be open in time for Agencies to process July actions before the July payroll deadline.
• Can a Within Agency Transfer action effective 7/1/19 be processed? • Response – No. The system remains locked for actions dated
7/1/19 or later.
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• Benefits• When will iTEDIUM send the first bills to employees on LOA
Partially or Fully Paid?• Response – Bills from iTEDIUM are projected to be mailed 7/8/19.
Premiums for August coverage are due 8/1/19. The grace period for premiums due is 8/30/19.
• When will the revised LOA Notice Letters be available for use?• Response – It is projected that the revised LOA Notice Letter will be
updated & in the system on 6/28/19 for the ZBNS008 transaction.• Will premiums continue to be payroll deducted for employees on
LOA status but in pay status and exhausting leave?• Response – Yes, except for employees in receipt of Short Term benefits
and employees on LOA-Workers’ Comp exhausting the WC supplement.
• Will employees on LOA Partially or Fully Paid status be billed for NCFlex plans?• Response – No. It is the employee’s responsibility to submit NCFlex
premiums to the NCFlex vendors directly to continue plans as instructed in the LOA Notice letter.
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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 7/16/19 at 10:00 a.m.
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Payroll Operations
Kim Aldridge Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Christopher Norris 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]
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