12/19/19

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

liz.brown@osc.nc.gov

22/19/19

• OM/PA Updates• Importance of IT0002

• Service for Objects/Action Comments

• Timely LOA/Separation Actions!

• Payroll Updates• W2 Mailed

• 1095C Mailed

• Time Updates• 1/1/2019 Rollover – Quota 57

• Adverse Weather due – March 2019

• Benefits Updates• Employment Category Changes – Temporary Employees/Rehired Retirees

• LOA Status Category Changes – Upcoming Webinar

• Smoking Attestation Reversals

• HDHP Plan – Documentation (Dependent and Qualifying Life Event)

• Short-Term Disability – Health Insurance – Employee Full Cost -Reminder

• New Contact at Benefitfocus

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• Not checking and double checking the information (name, social security number, DOB) can cause issues with an employee’s taxes or retirement.

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• Not saving the infotype altogether when working an action can cause an employee to not get paid and can even cause issues with data properly loading for BOBJ and this impacts everyone!

• Only BSS can make corrections to IT0002 after you move past it when working an action.

• DPS has found that in certain circumstances, text on the right side of the text infotype is being cut off upon saving.

• This is sometimes happening when using cut and paste functions.

• Please contact me if you work for an agency other than DPS and are experiencing this issue.

• theresa.jeffries@osc.nc.gov

• We are working diligently to isolate and find a solution for this issue.

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• If you are typing comments in SAP and notice your text is not wrapping as usual, it may indicate your notes are not going to properly save.

• You may wish to type your comments into an outside document so if you find this has happened, so you don’t have to rewrite your notes.

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Example of text not wrapping:

• Changes in how benefits are termed for non-payment are coming soon.

• It has always been important to process actions timely in the system, but it is about to become vital.

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• Nobody in HR wants to be responsible for an employee having their benefits terminated because their LOA action was not entered in a timely manner.

• Please refer to the benefits section of this presentation as well as the past conference call to learn the details of the changes.

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• All the W-2s have been mailed. • We are getting quite a few back with incorrect

addresses.

• We do not send them out again.

• If an employee calls who has not received a W-2, we verify the address, do a preprint (on plain paper), and mail it out.

• 1095Cs were mailed last week.• These forms are not required to complete a Tax return

• We will not re-issue forms that are returned unless employees ask for them.

• Time eval was processed for 1,600+ EEs at the end of January who were affected by the technical corrections bill.

• All Quota 57 balances should be correct now and no EEs were negatively impacted.

• If you have questions on an EE, please enter a ticket with BEST or contact OSHR (Andrea Porterfield) as mentioned on the January conference call.

92/19/19

• In March 2019, there are 3,029 EEs who owe 26,434 hours for Adverse Weather liabilities.

• March payroll starts on 3/20/2019, which also means time eval will run to the end of the month on that date.

• Please start recovering March AW liabilities as soon as possible after February payroll is completed.

• Here is a link to the newly reformatted job aid for recovering AW:

• https://files.nc.gov/ncosc/documents/Training/Job_Aids/Time/TM-23_Recovering_Adverse_Weather_Owed_1-15-19.pdf

• BOBJ report B0210 – Adverse Weather Liability is also a good resource to see who has liabilities expiring in March.

102/19/19

• 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.

112/19/19

Note: Red boxes above auto populate from the PCR to the Contract Field on IT 0001.Every Temporary being hired should have their Contract Field on IT 0001 populated.

• Rehired Retirees coming back to a Supplemental (Temp) 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 (PA 30) 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• RE – Ret Ex from Lmt - Supplemental EE Exempt to the Limit working <30 hrs/week

• R2 - ACARetSub30+HRS - Supplemental EE Subject to the Limit working >30 hrs/week• RS - Ret Sub to Lmt Supplemental EE Subject to the Limit working <30 hrs/week

• R3 – ACARetNoG30+HRS – Supplemental EE Retired from non-Government (SHP participating Local Community Colleges) working > 30 hrs/week

• R4 - ACARetPri30+HRS - Supplemental EE Retired non-Government (Private Sector & NON SHP participating Local Community Colleges) working > 30 hrs/week

• RO – Ret Non NC Gov – Supplemental EE Retired outside of State Government (Private Sector and Local Community Colleges) working < 30 hrs/week

• Selecting the appropriate option on the Contract Field will update IT0171 automatically.• The General Benefits IT 00171 determines how the employee is passed to Benefitfocus on the

file.• NOTE: Rehired Retirees coming back to work in a Part Time (PT) Perm/Prob/Time Limited

position should also have a work contract field entered as one of the above options.

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• Employees who are placed on a Leave of Absence (LOA) / Leave without Pay (LWOP) will have a new Employment Status Category Change in Benefitfocus:• LOA - Direct Bill – Partial Paid – An employee who only

owes the EE portion of their health insurance premium. Examples: Employees on LWOP but may be on: FMLA, WC, STD > 5 Years, Military State Call-Up.

• LOA - Direct Bill - Fully Paid – An employee who owes the full cost (EE Plus ER Portion). Examples: LWOP, FMLA Ended, Extended Illness, LOA -Other, Military Federal Call-Up etc.

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• How does this affect the Employee?• Employees will need to pay iTEDIUM for the premiums

owed.

• iTEDIUM will send an invoice/bill to the employee indicating the amount owed and when it is due.

• Employee can mail a check or pay by credit/debit card online.

• Once implemented, BEST Shared Services will no longer accept checks from employees.

• Employees will continue to pay NC Flex Vendors directly.

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• Benefitfocus will conduct an HBR Webinar:• Tuesday, February 26, 2019 from 2:00pm to 3:00pm• Calendar Invite will be coming soon.• A second Webinar will be scheduled as a make-up, date not yet

determined.

• Benefitfocus will show what their system will look like after the LOA Category Status Change is implemented.

• Webinar is intended for HBRs with view access to Benefitfocus.

2/19/19 15

• The State Health Plan has completed their audit to identify employees who completed the Smoking Attestation for 2019 indicating they are a smoker but agree to enroll in the Cessation Program and did not fulfill the requirement of the mandatory counseling session.

• Agencies were sent a spreadsheet on Friday with the list of employees from your Agency. If you did not receive a spreadsheet, then you may not have any employees affected. Please e-mail me darlene.yost@osc.nc.gov to confirm.

• These employees will have their 2019 Smoking Credit reversed retro back to 1/1/2019.

• Monthly employees should be notified as soon as possible that they will have an additional $180 deduction in their February check and an additional $60 deduction for each following month. Bi-Weekly employees will show the retro deduction in the March payroll.

• Employees who have proof that they completed the counseling session will need to provide that documentation to their HBR, and an Exception will need to be submitted to the State Health Plan.

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• Employees with dependent coverage under the High Deductible (HDHP) Plan will need to upload documentation in Benefitfocus for:• Dependent Verification –

• Spouse – Marriage License and most recent 1040 Tax Form or Household Bill with both names

• Child - Birth Certificate or most recent 1040 Tax Form• Step Child – Birth certificate and Marriage License

• Qualifying Life Event (QLE) –• Loss of Other Coverage – Certificate of creditable coverage or written

notification from employer.• Newly Eligible for Other Coverage – Written notification from employer,

Medicaid or CHIP showing effective date.

NOTE: For the full list of Dependent Documentation and/or QLE documentation, please see the link below from the State Health Plan Website:

https://files.nc.gov/ncshp/documents/shp-documents/qualifying_life_event_supporting_documentation.pdf

BEST will run a report for all employees on the HDHP Plan and distribute to Agencies indicating employees with dependent coverage.

•

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We no longer use 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 (STD) should be set to full cost.• It is the responsibility of the Agency HBR 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 be set on a current basis only; therefore if an action is

worked late or the Agency notifies us late, this could result in the Agency paying the ER portion for month(s) the EE should have paid.

• Employees should mail in a check to BEST by the 10th of each month to pay the premium owed.

• Once we transition to the new LOA Process, health insurance premiums will not be deducted from employee’s STD benefit. Employees will need to pay iTedium directly.

2/19/19

Employees IT 0167 Record:

2/19/19

We have a new Contact Person at Benefitfocus:

• Ryan Courville• Phone Number: 1-843-284-1052 Ext. 3828

• E-Mail: Ryan.Courville@Benefitfocus.com

• When emailing Benefitfocus (Caitlin Dugan) directly, please be sure to include Ryan as well.

• Caitlin will be transitioning to a new position soon.

2/19/19 20

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 3/19/19 at 10:00 a.m.

212/19/19

222/19/19

• Benefits – Generic – What is the Employer (ER) premium cost for the health insurance? $518.64 for the 70/30 or 80/20 plans. $141.75 for the HDHP plan.

• Benefits – Temp Slides 11-12 – Does the Temp information apply only to Temp Solutions? No. Temp Solutions is the main Agency that hires temporaries, so they are the one most impacted. But Temp information applies to any Agencies that hire temporary employees outside of Temp Solutions. This includes but may not be limited to: DNCR, DOR, DOT, DHHS, NCSSM, AOC & Agriculture.

• Benefits – LOA Slides 13-15 –• Will the LOA letter be revised to reflect these changes? Yes.• What will be the effective date of the new process change, and when will

employees be expected to send premium payments to iTedium? The process is in development now. As soon as an implementation date is decided, BEST will share that information with the Agencies. BEST will also mail notifications to impacted employees.

• Benefits – Smoking Credit Reversal Slide 16 – How do we handle employees who state they never received the voucher in the mail? SHP confirmed vouchers were mailed to employees. However, SHP is not approving any exception requests from this point forward for employees who state they did not receive a voucher. SHP believes employees had plenty of reminders and time to inquire about not receiving a voucher.

232/19/19

• Benefits – HDHP Documentation Slide 17 – Is Temp Solutions responsible for collecting HDHP supporting documentation? It is the Temp employee’s responsibility to upload the documentation into the eBenefits system. Temp Solutions can assist any Temps hired through them, just as any Agency can assist any Temps hired by the Agency outside of Temp Solutions. BEST will be providing a list to Agencies of any Temp employees enrolled in the HDHP plan who require supporting documentation.

• Benefits – QLE/Dependent Documentation Generic – What is the QLE/Dependent documentation review process?• Employees should be uploading QLE/Dependent verification documentation

into the eBenefits system within 30 days of the QLE or Dependent being added to the plan.

• BEST is responsible for reviewing and approving documentation in eBenefits. BEST will notify the Agency HBR and employee regarding any denied or insufficient documentation.

• SHP conducts random audits to ensure appropriate documentation is uploaded. SHP notifies employees by mail to request documentation needed or if documentation is denied or revoked. SHP also notifies BEST who will send a reminder to the Agency HBR and/or employee.

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Payroll Operations

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

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

Christopher Norris Accounting/Vendor/Direct Deposit Reversals Lead christopher.norris@osc.nc.gov

Lisa Chapman Settlements Lead lisa.chapman@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

252/19/19