HR / Payroll Conference Call
November 17, 2015
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Agenda
• OM/PA Updates
– Bonus Eligibility List
– OM PCRs
• Payroll Updates
– Bonus Pay
• Time Updates
– Daylight Saving Time
– Holiday Accruals
– Deletion of IT2006/Q40 Records
• Benefits Updates
– Annual Enrollment Updates
– Decommissioned BI reports
– One Time Deferrals for December
– New DNTK Process
Bonus Eligibility List
• The Bonus Eligibility List was emailed to all central HR contacts on
Tuesday, November 10th. The eligible employees were pulled from
BI, so any changes made on 11/9 and later were not picked up on
the report.
• Remember, the employee must have been employed on
November 1, 2015 to be eligible for the bonus. We know actions
with effective dates prior to 11/1/15 have been processed since
11/9/15, and agencies will need to update the spreadsheet to
indicate this information if it impacts amount or eligibility for the
bonus.
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Bonus Eligibility List (continued)
• Please update the report as follows:
– If the working hours have been changed, please highlight the row in
yellow. Please pay special attention to Column O – employee hours per
week, as this field was used to determine if an employee is eligible for
the full $750 or a pro-rated amount. The agency is responsible for
updating the work hours on IT0007 if necessary. Remember, it is the
working hours as of 11/1.
– If the employee separated with a last day worked of 10/31/15 or before
and is no longer eligible, please highlight that row in red. That will alert
us to remove the employee from the final load.
– If you have a new employee hired effective 11/1 or before that is not
listed and is eligible for the bonus, please add as much information as
you can to the bottom of the spreadsheet and highlight in blue. Be sure
to add the amount of bonus pay!
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Bonus Eligibility List (continued)
• Remember, the information on the report was accurate as of
11/6/15. Numerous actions with potential impact on the bonus have
been processed since that time, and those are the ones that need to
be updated on the spreadsheet.
• B0080: Last Employee Action in Effect as of Selected Date can be
run to identify the last action on employees. Remember though that
this report pulls from the previous day’s data, so it’s possible there
could be a more recent action than what shows on the report.
• ZPA0189 – PA Workflow Report Current can also be used to identify
actions by effective date. For example, you can run a list of all New
Hires and Non-Beacon to Beacon actions for personnel area
1901(DPS) effective 10/1/15 – 11/1/15. You would then cross
reference the output with the bonus report, and see if any
employees need to be added. (*Note – don’t forget to search for any
temp to perms hired 11/1/15 and prior that may have been
processed after 11/6)5
Bonus Eligibility List (continued)
• ZPA0189 example report for New Hires, Non Beacon to Beacon,
and Reinstatement actions effective 10/1/15 – 11/1/15 (remember
to use multiple selections to select your action type codes):
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Bonus Eligibility List (continued)
• ZPA0189 example for Temp to Perm (and Perm to Temps): You can
use effective date to get a total count of Transfer PCRs effective
from 10/1/2015 to 11/1/2015, then sort the output based on reason
and “Changed on” date. If the changed on date is after 11/6/15, you
will need to make sure the employee is identified correctly on the
spreadsheet.
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Bonus Eligibility List (continued)
• ZPA0189 example for separation actions: You can use the
effective date fields to get a total count of separation PCRs from
9/30/15 to 10/31/15. Remember, the effective date of a separation
PCR is usually the last day worked. If the effective date of the
separation PCR is 10/31/15, the employee is not eligible for the
bonus. If the effective date is 11/1/15, the employee is eligible for
the bonus:
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Bonus Eligibility – Next steps
• 11/20/15: Spreadsheets due back to BEST
• 12/4/15: IT0015 updated with the bonus amount per the agency
spreadsheets. Any changes to the bonus amounts after this date will
need to be maintained by the agency.
• 12/11/15 – 12/14/15: Bi-weekly agencies can review the bonus
payments on the remuneration statements. Agencies are
responsible for making corrections on IT0015 as necessary.
• 12/11/15 – 12/16/15: Monthly agencies can review the bonus
payments on the remuneration statements. Agencies are
responsible for making corrections on IT0015 as necessary.
• 12/18/15: Check date for Bi-weekly agencies.
• 12/22/15: Check date for Monthly agencies.
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OM PCRs - Reminders
• Please do not send in tickets asking about an OM PCR status or an
OM PCR approval.
• The OM/PA team members are reviewing their PCR inbox every day
and will get to your request in a timely manner.
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Payroll – Bonus Pay Updates
• Bonus payment is not subject to retirement, however it is
subject to all taxes, Social Security, Medicare, federal and
state withholdings.
• Bonus payments may be deferred for any of the supplemental
retirement plans, such as 401k, 457 and 403B.
• The bonus is also eligible compensation that may be used in
garnishment deduction calculations, salary overpayment
deductions, and catch-up deductions for missed insurance
premiums.
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Payroll – Bonus Pay
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Payroll – Bonus Pay
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Return to Eastern Standard Time
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“Fall Back” occurred on November 3rd at 2:00
a.m.
Maximum of 25 hours could be worked and/or
on-call
SAP limit is 24 hours in one day
Payroll Admin can enter additional pay amount
on IT2010/19TS
Transition Adjustment – posts to salary/wage
accounts in GL
WT1714 On Call Daylight Savings – posts
to callback account in GL
Maximum that can be entered is $10
Always include a text note
“Fall Back” occurred on November 3rd at 2:00• Daylight Saving Time ended on November 1, 2015, at 2:00 a.m.
• Maximum of 25 hours can be worked and/or on-call on 11/01/2015
• SAP limit is 24 hours in one day
• If an EE needs to record additional time worked or on-call on
11/01/2015 (up to one hour), a Payroll Admin can enter additional
pay amount on IT2010 (with explanatory note)
Subtype 19TS – Transition Adjustment
- For time worked
- Posts to salary/wage accounts in GL
Subtype 1714 – On Call Daylight Savings
- For on call time
- Posts to callback account in GL
- Maximum that can be entered is $10
Holiday Accruals During Payroll Corrections
• As you know, when payroll initializes for MONTHLY payroll, that
same night we run time evaluation through the last day of the
month.
• In the past, this has allowed upcoming holidays to accrue earlier
than 30 days prior to the holiday.
• An enhancement to the system will no longer accrue holidays early
when we are in payroll corrections. They will accrue normally on
the expected accrual date (30 days prior).
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Holiday Accruals During Payroll Corrections
• Since today (11/17/2015) is initialization, tonight we will run time
evaluation through the last day of the month.
• Previously, tonight’s time eval run would have accrued the 3
Christmas holidays early.
• New logic in the system will now prevent the 3 holidays below from
accruing until the actual accrual dates listed.
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Accrual Dt Holiday Expir Date
11/23/2015 12/23/2015 1/21/2016
11/24/2015 12/24/2015 1/22/2016
11/25/2015 12/25/2015 1/23/2016
Deletion of IT2006/Q40 Records
• This week, you may start to see changes on PT50 related to Quota
40 (Holiday Leave).
• Production Support is in the process of deleting 2008-2009 zero line
items. The single record will reflect the consolidated entitlement,
remaining balance and requested quota amounts like the other
quota records on PT50.
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Benefits – Annual Enrollment Updates
& Reminders
• Annual Enrollment ends midnight November 18th, 2015
– Remember!! EMPLOYEES MUST ACT IF THEY
WISH TO MAINTAIN OR LOWER THEIR
PREMIUMS for the 80/20 or CDHP!!
• Enrollment choices for benefits will be effective:
– Plan Year: 1/1/16 – 12/31/16
– 1st SHP deduction in December 2015
– 1st NC Flex deduction in January 2016
• Employees should:
– Print Benefits Summary Report –BF (eEnroll) to
review accuracy of benefits and wellness credits
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Benefits – Annual Enrollment Updates &
Reminders
• Employees should:
– Review paychecks in December 2015 and January 2016
• Ensure premiums are correct in Beacon
• Health Assessment:
– 5-7 days for the premium credit to display in eEnroll
• Dependent Icon Not Available
– A dependent icon is supposed to be available on the employee home page for additions & edits, but this was not corrected for BEACON Agencies prior to the end of enrollment
– Additionally, it has been reported that employees have had issues enrolling dependents.
– For any continued issues, please have the employee contact the Eligibility and Enrollment Service Center at 1-866-859-0966
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Benefits – Annual Enrollment Updates &
Reminders
– Cancer Enrollment available on the Subscriber Benefits
Summary under a “View Only” Benefits table after the
Open Enrolment and Current Enrollment options
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Annual Enrollment Exceptions
• Annual Enrollment ends midnight 11/18/15
• Employees are encouraged to print their Subscriber Benefit Summary to verify enrollment changes
• For any discrepancies:
– State Health Plan • Employees need to have their Agency HBR submit an
Exception Request to:
– NC Flex • Tickets can be submitted to BEST through the end of Nov
to verify if activity in eEnroll can support an enrollment attempt
• If an attempt can be confirmed, BEST will update the record
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Reporting Changes
Since BEACON is no longer the enrollment system, certain benefits reports have been decommissioned:
Decommissioned BI Reports – will NOT transfer to BOBJ:
• B0008: Pending EOI Report - EOI approvals are handled by Benefitfocus & will be transferred to BEACON
• B0009: Benefit Annual Enrollment Statistics
• B0045: Benefits Medical Information – Wellness credit information is no longer housed in BEACON
• B0052: Insurance Plan Cost
Once Annual Enrollment data is transferred into BEACON, employees will be able to print Benefit Confirmation Statements & HBRs can run Employee Participation reports from BEACON
eEnroll Report:
• BEST will be emailing Agencies a Benefits Detail report that will indicate employees enrolled in 80/20 or CDHP plan and what wellness credits have been applied as of 11/16/15
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One-Time Deferral Processing Requests
• BEST will need adequate time to enter and process
December’s employees’ 401k/457 one-time deferral
with eligibility of bonus pay.
• One-time deferral forms are to be sent by the 10th of
the December to ensure processing for that month’s
payroll deadline.
• BEST cannot guarantee any deferrals submitted during
the payroll initialization period will be processed.
• If the deferral is for the bonus payment, please indicate
that on the deferral form, otherwise, BEST will be
looking for a separation action & IT416 leave payout
OR a longevity payment.
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DNTK Process
• Deduction Not Taken (DNTK) – Report that identifies employees whose benefit insurance plans are
termed due to premium deductions that have not been taken as a result of LOA-leave without pay (LOA/LWOP) status.
– This report will be provided to you monthly as a reminder to mail the employee the Continuation of Benefits while on LOA Notice letter.
• Attachments that will be sent are:– DNTK Spreadsheet - A spreadsheet that identifies employees who did
not have deductions taken for insurance plans in the previous payroll month.
– Continuation of Benefits while on LOA Notice letter - A letter that outlines continuation options for insurance plans during an employee’s LOA/LWOP status. A generic copy of this letter will be provided. This letter can also be printed from BEACON/SAP using the transaction ZBNS008.
– DNTK-LOA Guide - A guide that provides instructions on how the spreadsheet data is gathered and the criteria regarding the termination of insurance plans.
– LOA HBR Guide - A job aid that explains how an employee’s benefits are administrated during a Leave of Absence (LOA).
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Questions
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Until Next Time….
This presentation & recording will be posted on the BEST
Shared Services website:
• http://www.osc.nc.gov/BEST/index.html
– Under Support Material / Human Resources / HR/Payroll
Conference Call Webinars
The next HR/Payroll Conference Call webinar is scheduled
for:
– 12/15/15 at 10am
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