OM/PA Updates. Time Updates. Payroll Updates Benefits Updates. Miscellaneous

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2 OM/PA Updates Short Term Disability 60-Day Waiting Period Action Separating Employees with Exempt Designations OM/PA Personnel Update Time Updates Daylight Saving Time Adverse Weather Update Requests for Time Evaluation Payroll Updates Benefits Updates Retirement Processing Reminder IT0001 Contract Field Full Cost Notification NC Flex Updates Insurance Processing for Employees on Disability Miscellaneous OSC Website Navigation BPPs & Job Aids Conference Calls

3 In the majority of cases when an employee is approved for Short Term Disability (STD), the 60-day waiting period and the FMLA period run concurrently along with the beginning of the STD period. Remember: FMLA always trumps STD in the system. In some cases, the employee s FMLA period will end prior to the commencement of the STD period. This gap might exist due to an FMLA event earlier in the year or if the employee was on intermittent FMLA.

4 If an employee s FMLA period has been exhausted and it is not known if the employee will be approved for STD, often an Extended Illness action is worked on the employee as a placeholder action. Per OSHR, if an Extended Illness action is already in place on an employee s record, it is no longer necessary to retroactively go back and change the Extended Illness action to a STD 60-day waiting period action. OSHR wants to avoid updating actions where there is no change to benefits or pay.

5 Example: This employee only had 4 out of 12 weeks of FMLA left when they went out on leave effective 9/26/16, as they had used FMLA for a different qualifying event earlier in the year (12 month period). The employee applied for STD but the agency placed them on Extended Illness while awaiting approval. The employee eventually received approval for STD effective 11/26/2016. Even though the period beginning 10/28/2016 is therefore technically the STD 60-Day Waiting Period, the Extended Illness action should remain on the record as-is.

6 When the STD action is processed, the actual 60-day waiting period and FMLA period should be added to the comments on the PCR and IT0000. Comments can also be updated on the Services for Objects area on the Display HR Master Data screen (PA20).

7 NOTE: for the previous example, the best practice would have been to go ahead and create the 10/28/2016 action as a 60-day waiting period action to begin with instead of Extended Illness. OSHR has stated that it is acceptable to go ahead and create FMLA and STD actions even if the paperwork has not been returned to the agency if it is reasonably assumed that the leave will be approved. This works to better achieve the goal of processing actions timely and accurately as well as cutting down on the amount of action re-works that will need to be done on an employee s record. In the off-chance the leave is not approved, please work with BSS to correct the action reason ASAP as the agency will be responsible for any overpayment of health insurance coverage premiums.

8 Employees with an exempt designation have the additional step of delimiting infotype 9810 (Appointed Exempt Designation) as part of the separation action. There have been some issues associated with this step when it comes to properly delimiting the infotype. If the correct steps are not followed, the employee s record may become locked causing them to not process in payroll.

9 Correct method for delimiting record: Highlight the active exempt designation record and hit the delimit button.

10 Incorrect method for delimiting infotype: Do not hit the green check or the enter key. This will cause the system to spin and eventually timeout possibly locking the employee s record.

11 If you do accidently hit the green check or the enter key, the way to get out of the spin is to click on the button on the top left corner of your screen and then select stop transaction. This will take you out of the transaction. You should then reexecute the action in PA30 to make sure all infotypes associated with the separation are completed.

12 There have been some personnel changes in the OM/PA group to involve a shifting of duties. Sean Gutowski has accepted a position with the OSC Training Team and I (Theresa Jeffries) am excited to serve as your new OM/PA Team Lead. We have begun the process of filling our vacant positions but until we are fully staffed, it may take us longer than usual to resolve Heat Tickets and approve OM actions in Workflow. We will, of course, give your payroll urgent issues a priority status. If at any time you would like a status update on a Heat Ticket, please feel free to contact the BSS call center at or best@osc.nc.gov. We truly appreciate your patience and understanding during this interim period.

13 Daylight Saving Time began on Sunday, March 12, 2017 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 (03/12/2017). BEST will be monitoring for EEs that have recorded more than 23 hours on 3/12/2017 and advising agencies to correct.

14 AW liabilities remaining as of 3/20/2017: APRIL # of EEs: 2,696 # of Hours: 18,861 Link to Job Aid for Adverse Weather Recovery: ed.pdf

15 There is a BOBJ report available (B0210) that will show who has a remaining AW liability at your agency.

16 Time OPS receives many requests for Time Evaluation which are unnecessary or do not contain all the information needed to complete the request. Please make sure all time eval requests include PRNR(s), the date needed for time eval retro, and the reason for the request. The following items will cause time evaluation to run automatically overnight, and do not need to be requested: Master Data changes (IT0000, IT0001, IT0007, IT0008), changes to IT2001, IT2002, IT2003, IT2012, IT2013, time approval. Reminder: A position setting change does not trigger automatic time evaluation. These MUST be requested back to the first of the month for which the change was made in order to see updated results.

17 Personnel actions for Retirements should be processed in the BEACON system at least 60 days prior to the effective date of retirement. Retirees cannot complete their retiree health insurance enrollment until their active coverage is first terminated from the previous Agency in BF/eEnroll. Therefore, when the personnel action has been entered in BEACON, BEST Benefits runs a report daily to identify these retirees. Once identified, BEST will then monitor to ensure the active coverage in the BF/eEnroll system is termed, allowing the retiree enrollment platform to open and allowing the employee to enroll in their retiree coverage. The 60 day prior processing guideline is to ensure that retired employees have enough time to enroll in health insurance plans under the Retiree Group. This is especially important for Medicare retirees (age 65 and older) to have the opportunity to take advantage of all of their Medicare Advantage options.

18 The Work Contract field located on IT0001 Organizational Assignment has been used to charge the employee the full SHP premium cost while on LOA without Pay. This field has been used for both Short Term Disability employees with less than 5 years of contributing service and/or employees on an unpaid LOA that are required to pay the full SHP premium cost. The Agency HBRs have been responsible for setting this field during a STD action and BEST Benefits have been responsible to set this field for all other unpaid LOAs.

19 Effective January 1 st, 2017, Full Cost Health Plan Options were created under the IT0167 Health Plans Infotype to capture the full cost rate for those employees on a leave without pay (LWOP). BEST Benefits will now update the IT0167 infotype with a new full cost health plan option for employees on LWOP. Therefore, it is important that Agency HBRs look at the IT0167 Cost Tab to ensure that their employees are being charged a full cost rate or not.

20 We are also asking that Agency HBRs continue to update the work contract field for those employees on a STD < 5 year action and BEST Benefits will now use this work contract field update as notification to change the IT0167 infotype with a new full cost health plan option. Once the IT0167 has been updated with the new option, then the work contract field is no longer needed and BEST Benefits will remove the IT0001 work contract field that was updated by the Agency HBR. Unfortunately, the system cannot accommodate both the work contract field and new health plan at the same time and it will error out on the next payroll. However, please understand that your participation helps us identify these employees easier and we ask that you continue to trigger that field.

21 Flexible Spending Accounts HCFSA and DDCFSA The deadline to submit claims for the 2016 plan year is April 30 th, Claims with dates of service from January 1, 2016 through March 15 th, 2017 must be submitted to the P&A Group via electronic claim upload, fax or mail by April 30, Open Enrollment Exceptions Deadline The deadline to submit exceptions to NCFlex for any Open Enrollment discrepancies was March 15 th, 2017.

22 LOA-STD (60-Day Waiting Period) If exhausting accrued leave during this period, insurance plans continue uninterrupted. If on LWOP during this period (exhausted accrued leave), the employee is not eligible for any short term benefits. Employee is responsible to pay for full cost of health insurance = employee & employer portion. This includes employees with 5 or more years of contributing retirement service. NOTE: If FML runs concurrently with the 60-day waiting period & LWOP period, the PA action should reflect LOA-FML & the employee is required to pay any employee or dependent premium to prevent health plan termination.

23 LOA-STD If exhausting accrued leave during this period, insurance plans continue uninterrupted. LOA action should reflect LOA-Short Term Disability (Leave) If on LWOP during this period (all leave exhausted): the action should reflect LOA-STD Regular If employee has < 5 yrs retirement service - Employee is responsible to pay for the cost of health insurance = employee & employer portion. If employee has > 5 yrs retirement service Employee is eligible for state sponsored health insurance, however, employee must pay any employee or dependent contribution amounts to prevent termination of health coverage. Premiums can be deducted from short term benefits pay. If short term benefit pay is not approved or entered in the SAP system, the employee would need to submit appropriate premiums to prevent termination of coverage.

24 LOA-STD, continued Once the 12 month STD period has expired, the LOA action should be revised to ensure appropriate insurance benefits processing. If not yet approved for Extended STD or LTD, the employee is not eligible for any short term benefits. The action should be revised to reflect: LOA Extended Illness, or LOA-FML, if eligible for FML Premiums payments should be submitted as appropriate for continued coverage. NOTE: Separation Pay Continuation-Short Term Disability actions should be followed with a Cancel Separation Pay Continuation action upon the expiration of the 12 month STD period and no additional disability approvals are obtained.

25 LOA-STD Extended Once Extended Short Term approval is received, the LOA action should be revised to reflect this. If employee has < 5 yrs retirement service, the employee will remain under the active Agency insurance group and the employee will need to submit premium payments to BEST to ensure continued health coverage. If employee has > 5 yrs retirement service Employee is eligible for state sponsored health insurance under the Retirement System (SRS). BEST will run reports to catch these LOA actions in order to term the health coverage under the active Agency, so the employee is able to enroll under SRS.

26 Long Term Disability Employees approved for Long Term Disability must separate from employment in order to draw LTD benefits. Upon LTD approval, health coverage will cease under the active Agency (if not already termed due to STD Extended approval). BEST must term the employee in eenroll in order for an enrollment platform to be created under SRS. This should be automatic based on the LTD Separation action processing.

27 Timely action processing is KEY! Actions must be processed or revised timely to ensure: There is no lapse in eligible health coverage between the active Agency and SRS, and/or There is no overpayment for ineligible health coverage. Retroactive coverage for employees who are approved for Extended STD or LTD at a later date is not permitted. If you are aware of employees who will ultimately need to apply for Extended STD or LTD benefits, encourage them to submit an application as soon as possible or they may need to pick up COBRA coverage in the meantime to avoid a gap in coverage. Agencies that carry employees beyond their short term disability benefit period and who are not yet approved for Extended STD or LTD benefits, will not be reimbursed the employer cost.

28 BPPs & Job Aids menu path from State Agency Resources/Customer Service HR Payroll/Help Documents Click, then click, Direct link:

29 Documents can be searched via Topic (Benefits, Personnel Administration, Time, BOBJ, Payroll, etc.) & by searching for key words in the Search field: LOA, Actions, 1095C, Annual Enrollment, W2, etc.)

30 HR/Payroll Conference Calls menu path from State Agency Resources/Customer Service HR Payroll/Help Documents Click, then click, Direct link:

31 There is a link for archived conference calls back to 2009 Registration links for the calls are also provided & will be deleted once the conference call has occurred.

32 Under the Archives link, we are adding a Table of Contents document for each conference call year. It will provide you the Agenda list for each monthly call in one document as a quick reference guide for finding information; Example:

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34 This presentation & recording will be posted on the new OSC website Menu Path from OSC Home Page: State Agency Resources/Customer Service HR Payroll/Payroll Conference Calls, or Direct Conference Call Presentation Link: The next HR/Payroll Conference Call webinar is scheduled for 4/18/17 at 10:00 a.m.

35 Payroll Operations Ginny Kammer Payroll Ops Manager Theresa Grandy Payroll Ops Lead Raquel Luster Accounting/Vendor/Direct Deposit Reversals Lead Lisa Stubbs Settlements Lead Shelia Atkinson SHP Reconciliation Lead HR Systems Operations Liz Brown HR Systems Ops Manager Kimberly Khan Benefits OPS Lead Randy Keel Time OPS Lead VACANT HR-OMPA Lead BEST Shared Services Call Center David McAdams Call Center Manager Carla Brown Call Center Supervisor Vanessa Harris Call Center Supervisor