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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
21/15/19
• OM/PA Updates• Out of State Perm Address
• Separation Action Reminders• IT0027
• Vacancy
• Settlement Action Notes
• Ticket Request Reminders
• Payroll Updates• W2s
• Orbit Form 466
• Time Updates• Rollover of Vacation to Sick
• Time Transfer Errors
• Benefits Updates• NC Flex Deductions – Open Enrollment
• Federal Furlough Health Insurance Instructions
• Coming Soon – LOA Status Category Changes
31/15/19
41/15/19
• IT0006 (Addresses), Subtype 1 (Permanent Residence).
• The county will default only for NC addresses.
• All other states will default to “other.”
• This is correct, please do not submit a ticket to BSS to have county information added for states other than NC.
• https://files.nc.gov/ncosc/documents/Training/BPPs/PAWorkflowZPAA076SeparationAction.pdf (Page 20)
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When working an
action to separate…
a 27 you must create!
• When the “Create Vacancy” box appears, please do not ignore! Double check the date and select “Yes.”
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• Make sure the employee’s position shows all 9s when you get to IT0001 (Organization).
• We must ensure that the employee’s relationship to their position is delimited.
• Be careful and mindful of any comments intended to be recorded on the actions of an employee involved in a settlement.
• Follow the Action Notes Template.
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• Example: Due to a settlement a dismissal action is being changed to a separation, reason “Other.” • You would refer to the Action Notes
Template and add the comments associated with “Other.”
• In your reason for retro you may put something similar to: “this separation is replacing a separation previously on the employee’s record due to a change in the action reason.” You should not give details of the settlement here.
• For Instance:• If you need OM/PA to work an action, please include the
employee’s pernr, PCR number, action type, action reason, effective date and the reason for the request.
• If you need OM/PA to delete an action, please include the employee’s pernr, action type, action reason, effective date and the reason for the request.
• For auditing purposes and to ensure we do not make mistakes, we do ask for explicit requests. Often we need to copy and paste your request onto the employee’s record. We have to be able to explain why we, BSS, have made changes to an employee’s record.
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• Include in your request, please, exactly how you need BSS to assist. This also helps the Call Center to quickly and accurately route your ticket.
• Keep in mind that your assigned representative may not end up working your ticket, it may be someone less familiar with your agency’s specifics.
But, unfortunately,
she doesn’t work for BEST, so we’ll need
your help until we can fit her
into the budget.
• The ONLINE W-2s are available now. Employees can access the Online W2 by signing into the ESS portal
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1/15/19 10
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• Employees who wish to receive an ONLINE W-2 for 2019 and future years can sign up in ESS by consenting to receive an the W-2 electronically
• PAPER W-2s will start to be mailed January 22, 2019.
• All paper W-2s will be postmarked by January 31, 2019.
• Employees can use ESS to reprint their Paper W-2 starting January 22, 2019.
• Separated Employees who do not receive their paper W-2 can contact BEST to request a reprint be mailed to them.
• Employees who had signed up for ONLINE W-2s, but are now separated will receive a paper W-2.
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• Agencies will receive a monthly report which includes employees with retro earnings greater than 90 days. Per ORBIT rules earnings over 90 days in arrears are not to be reported without an accompanying Form 466.
• The information on the report you receive will help you complete the Form 466
131/15/19
• Agencies should review the report sent by BEST and work with the affected employees to complete the Form 466 to purchase any unreported earnings to the employee’s retirement account. Note that the employee is not required to report the earnings to ORBIT
• Please contact your ORBIT representative if you need assistance completing the Form 466. (877-627-3287 OPT 4)
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• SB469 clarifies how SB FY19 Leave (Quota 57) granted in Session law 2018-5 should offset.
• In the original bill, on December 31st of each year, employees experienced a double-loss in that both, the employee’s vacation leave in excess of 240 hours (carry forward) and special annual leave bonus balances were reduced by the amount of A/A 9719 used by the employee during the year.
• With the technical corrections bill, SB FY19 Leave provisions have been revised to eliminate the double-loss.
• Vacation leave in excess of 240 hours on 12/31 will continue to be reduced by the amount of Quota 57 used during the year.
• The SB FY19 Leave which will now carry forward each year, shall be the balance remaining on December 31st of each year plus the number of days that were deducted from vacation leave in excess of 240 hours.
151/15/19
• This bill (SB469) clarifies that no employee will be required to take the additional leave.
• These changes are retroactive to July 1, 2018.
• OSHR and OSC are working together to ensure appropriate Integrated HR/Payroll system modifications are made.
• OSHR website is being updated to reflect the changes.
• OSHR will send a memo and examples to HR Directors.
• If you have any questions regarding SB469 or the provisions of the Special Annual Leave Bonus, please contact Andrea Porterfield at 919-807-4894 or via email at [email protected].
161/15/19
• The time transfer error reports have been corrected after patching.
• If you have any questions or issues with the time transfer errors, please enter a ticket with BEST.
• In the near future, we hope to eliminate the automated emails sent when no time transfer errors exist for that day.
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181/15/19
• January Paychecks will include the 1st premium deductions for 2019 changes.
• Have employees check their pay stubs to ensure deductions are correct.
• If issues are found: HBR will need to submit an Exception to NC Flex.• If approved – Benefitfocus will update the employee record.• Update will pass to the Integrated HR/Payroll System on the
file.• Adjustments will be made on the employee’s February check.
• BEST is working closely with OSHR and the State Health Plan to identify employees affected by the Federal Furlough.
• Employees who have an LOA Action worked in the system, and have 9400 (non-pay status) time recorded for more than half of the days in January, will need to mail a check to BEST Shared Services for the full amount of their February health insurance coverage.• Example: Employee with 80/20 EE Only coverage owes:
$50 EE cost + $518.64 ER Cost for a total of - $568.64.
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• The December payroll included the premium for State Health Plan coverage for January.
• Best practice is for employees who do not receive enough pay for their health insurance premium should submit payment to BEST Shared Services to ensure continued coverage.
• If premium payments are received and Congress approves retro pay, premium payroll deductions will be caught up and any excess paid will be refunded to the employee on the next month’s payroll.
• If Congress does not approve retro pay, employees working less than 30 hours will be responsible for paying full cost (EE + ER) of their health insurance coverage.
• BEST will work with the SHP and OSHR to monitor and communicate with affected employees in order to minimize any negative effects.
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• Employees who do not want to be responsible for the full cost (EE + ER) of their health insurance when their position is no longer funded may term the coverage and re-enroll once funding has been restored. This is only for employees who want to go without State Health Plan coverage for a period of time.• Qualifying Life Event:
• Call the Enrollment and Eligibility Enrollment Center at (855-859-0966) – QLE - Leave of Absence without Pay.
• The effective date of the QLE will be the date the position is no longer funded, and the change would be effective the end of that month.
• The employee will be eligible to re-enroll the 1st of the month following their return to full pay.
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• Healthcare and Dependent Daycare claims incurred during the non-pay status will not be reimbursed unless the employee chooses to pay the monthly premiums on a direct pay basis.
• All other NC Flex Plans will be delayed being termed for up to 60 days. If there is still no pay to take the deductions in March payroll, the plans will be retro termed 1/31/2019.
• Employees will be responsible for any claims paid during the termed period.
• Employees can re-enroll in the Flex Plans once they are back in pay status.
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• NC Flex – Flexible Spending Accounts:• Payroll deductions will cease for
employees who do not receive pay.
• Employees who are placed on a Leave of Absence (LOA) / Leave without Pay (LWOP) will have an Employment Status Category Change in Benefitfocus:• LOA - Direct Bill – Partial Paid – An employee that 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.
• More information will be forthcoming!!!!
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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 2/19/19 at 10:00 a.m.
251/15/19
261/15/19
• Payroll – Slide 9 – Clarification – Any Agency that has an employee who signed up for online W-2s, but unable to access their online W-2, please have the employee place a ticket with BEST.
271/15/19
Payroll Operations
Ginny Kammer 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]
281/15/19
