Embed Size (px)
Citation preview
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
23/19/19
• OM/PA Updates
• Rehired Retiree Temp processing
• Payroll Updates
• 1095c Forms
• Time Updates
• Daylight Saving Time
• AW Makeup
• HR/Payroll Mobile App
• Benefits Updates
• Tobacco Attestation Reversals
• Upcoming Leave of Absence – Employment Status Category Changes
• NCFlex Updates
• State Health Plan Letters
33/19/19
• During the hiring process for a supplemental (Temp) employee, the data maintainer needs to determine how many working hours the employee is expected to work each week & indicate that on the PCR in the ACA Status field:
• 1-ACA Full Time - 30 or more hrs/wk
• 2-ACA Non Full Time - <30 hrs/wk
• 3-Seasonal – to be employed < 6 mos
• This also applies to Rehired Retiree Temps & Rehired Retirees coming back to work in a Part Time (PT) - Perm/Prob/Time Limited position.
• The profiles chosen on the PCR will populate the Work Contract Field on the IT 0001/Organizational Assignment which in turn auto populates the IT171 benefits program groupings automatically.
• This is to ensure appropriate benefits eligibility in regards to ACA and to ensure the employee’s record will transfer to Benefitfocus for enrollment in the appropriate plan.
• Rehired Retiree Temps working 30 or more hours are no longer eligible to remain in the retiree health plan and must dis-enroll. They are considered FT by ACA standards and are eligible to enroll in 70/30 or 80/20.
• Therefore, Agency HR staff need to alert Agency Benefits staff of any Rehired Retiree Temps expected to work 30 or more hrs/wk, so an enrollment offer can be provided.
• Additionally, this requires a manual override by Agency HR staff during the personnel action processing.
3/19/19 4
• Currently, the ACA status fields (red boxes) listed in the PCR only correspond to profiles for regular Temps, NOT Rehired Retiree Temps or PT Rehired Retirees.
• Therefore, for Rehired Retiree Temps/PTs, the IT1/work contract field needs to be manually revised during the hiring process to indicate the appropriate Rehired Retiree contract field codes (blue box).
3/19/19 5
• Rehired Retirees coming back to a Supplemental (Temp) position (or PT position), the data maintainer will:
• Manually override the pre-populated selection from the PCR on IT0001 Contract Field and select one of the following options:
• R1 – ACARetEx30+HRS – LGERS Supplemental EE Exempt to the Limit working >30 hrs/week
• RE – Ret Ex from Lmt – LGERS Supplemental EE Exempt to the Limit working <30 hrs/week
• R2 - ACARetSub30+HRS – TSERS Supplemental EE Subject to the Limit working >30 hrs/week
• RS - Ret Sub to Lmt – TSERS Supplemental EE Subject to the Limit working <30 hrs/week
• R3 – ACARetNoG30+HRS – Supplemental EE Retired from non-State Government (SHP participating Local Community Colleges) working > 30 hrs/week
• R4 - ACARetPri30+HRS - Supplemental EE Retired non-State Government (Private Sector & NON SHP participating Local Community Colleges) working > 30 hrs/week
• RO – Ret Non NC Gov – Supplemental EE Retired non-State Government (Private Sector and Local Community Colleges) working < 30 hrs/week
• Therefore, it is IMPORTANT that the Agency HR staff knows where the employee retired from!• Selecting the appropriate option on the Contract Field will update IT0171 automatically.• The General Benefits IT0171 determines how the employee is passed to Benefitfocus on the file, what
insurance plan they are eligible for, AND how the 1095c form will populate. • BEST is currently working to include the additional ‘R’ codes in the ACA status options in the PCR.
3/19/19 6
• BEST runs reports that identify any Rehired Retiree Temps with a IT0001 contract field with a ‘R’ category to look for discrepancies.• Example: Employee coded as R2 (TSERS >30), but IT9701 (ACA
measurement records) indicates the employee was <30.
• BEST also receives compare reports from ORBIT that identifies discrepancies. • Example: Employee coded as R2 (TSERS >30), but ORBIT shows they
are drawing a LGERS benefit and should be coded as R1.
• To minimize any errors or to reduce clean up efforts, Agencies need to be proactive on the front end to ensure these revisions are being processed during the personnel action.
• Questions regarding these codes can be directed to:• [email protected]
3/19/19 7
3/19/19 8
• 1095c forms were mailed in February.• These forms are not required to complete a Tax return
• We will not re-issue forms that are returned unless employees ask for them.
• Employees who need a correction to their 1095c need to submit the request via a ticket to BEST.
• Corrections are printed quarterly.
• The next batch of corrections will be printed and mailed to employees in April.
• Daylight Saving Time began on Sunday, March 10, 2019, at 2:00 a.m.
• The normal maximum of 24 hours of time worked and/or on-call should not exceed 23 hours for this date (03/10/2019).
• BEST will be monitoring for EEs that have recorded more than 23 hours on 3/10/2019 and sending to agencies to correct.
93/19/19
• Tomorrow, 3/20/2019 is March 2019 payroll initialization. Overnight, time evaluation will run through March 31, 2019.
• Any remaining AW liabilities expiring through 3/31/2019 will be on tomorrow’s PT_ERL00 reports.
• Please correct these errors as soon as possible in case there are any payroll impacts.
• Link to Job Aid:
https://files.nc.gov/ncosc/documents/Training/Job_Aids/Time/TM-23_Recovering_Adverse_Weather_Owed_1-15-19.pdf
103/19/19
3/19/19 11
OSC is pleased to announce the statewide rollout of the new HR/Payroll Mobile App. This was introduced statewide on Monday, March 18, 2019.
Once you download the app on your phone, you can do all of the following from your mobile device:
• Enter time and leave
• Approve time and leave (for supervisors / managers)
• View pay stub
• View benefits
More features will be added in the future.
123/19/19
• This will be available to all State employees who are paid through the OSC Integrated HR/Payroll System.
• To find out visit: https://www.osc.nc.gov/hrpayroll-mobile-app. This site offers further instructions and tutorial videos.
• Please contact BEST Shared Services at 919-707-0707 or 866-622-3784 with any questions.
3/19/19 13
• The State Health Plan has completed their audit to identify employees who completed the Smoking Attestation for 2019 indicating they are a smoker but agreed to enroll in the Cessation Program and did not fulfill the requirement of the mandatory counseling session.
• Employees affected had their 2019 Smoking Credit removed effective 1/1/2019.
3/19/19 14
• Changes did not make February’s Payroll, therefore:• Bi-Weekly Employees had an additional $210 deduction on their 3/8/2019
check and $30 each bi-weekly check after.• Monthly employees will have an additional $240 deduction in their
3/31/2019 check and $60 each month after.
• Employees who may have had the credit reversed in error will need to provide proof the counseling session was completed by 1/31/2019. Agency HBR should submit an Exception.
• BEST will run reports to identify employees paying premiums to BEST. Letters will be sent to employees and HBRs in April and May.
• BEST will run reports to identify employees having deductions from STD benefits and WC Supplement. Letters will be sent to employees and HBRs in April and May.
• NCFlex Benefits will no longer be deducted from STD benefits. Employees will need to pay the vendors directly.
3/19/19 15
Upcoming Changes:• Employees will no longer send State Health Plan
(SHP) premium payments to BEST.• Employees will pay SHP premiums to iTedium.
• Beginning in May 2019:• Employees will be able to add beneficiaries to their Cancer Plan in Benefitfocus.• COBRA for the Dental and Vision Plans will be administered by Benefitfocus.
• Accident Plan Form 1099s sent for 2018 claims had the wrong box checked on the form. Corrected forms have been re-sent by Voya to all affected employees.
• P & A now has a Mobile App:• Employees view their FSA Account(s).• The App can be found by searching “P & A Group” in the iTunes Store or Google Play.
• Dependent Daycare FSA (DDCFSA) Deadline – Employees had until March 15, 2019 to use 2018 funds. All claims for 2018 MUST be submitted to P & A for reimbursement by April 30, 2019.
3/19/19 16
• We received several calls last week from employees being told their claims are not covered due to premiums not being paid.
• This is a timing issue in regards to when we pay the bill and when delinquency letters are generated.
• Due to February being a short month, delinquency letters were mailed prior to the payment being received.
• Per the State Health Plan, claims have been released as of March 8, 2019 and should be in the plan cycle as of last week.
• Claims will be reprocessed and providers can re-submit claims.
3/19/19 17
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 4/16/19 at 10:00 a.m.
183/19/19
193/19/19
• Time – Slide 11 Clarification – Only those employees who have ESS Time Entry access will be able to enter time and leave using the Mobile App. This would exclude those Agencies, such as DOT that have their own time keeping systems which interface time into the HR/Payroll System. However, those employees will have the ability to view their pay stubs and benefits.
• Benefits – Slide 15 – When will the new process of paying premiums to iTEDIUM begin? Response – The Go Live date has not been decided, but it is projected for June 2019.
203/19/19
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]
213/19/19
