11 State of Connecticut Core-CT HRMS Users Group Meeting September 21 & 22, 2010

22 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

33 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

4 Payroll Update Processing Note – Additional Pay

5 Payroll Update Processing Note – Additional Pay, Continued

6 Payroll Update Processing Note – Additional Pay, Continued Always use “Include History” – review any additional rows (sequenced rows) that may come forward when adding a new effective dated row Never remove earnings / hours in an attempt to prevent payment Delete row if unnecessary to current transaction Or, uncheck “okay to pay”

7 Payroll Update Savings Bond Deduction Program The U.S. Department of the Treasury has announced it will stop issuing paper savings bonds through payroll savings plans as of January 1, This change will reduce the costs associated with the U.S. Savings Bond Program and supports the Treasury’s long-term plan to issue all securities electronically.

8 Payroll Update Savings Bond Deduction Program, Continued Following the check date of 11/19/2010, the Office of the State Comptroller will no longer offer a payroll deduction for the savings bond program and will be refunding any remaining savings bond deduction balances to employees (if applicable) with check date 12/3/10. Letters have been mailed directly to all employees who are currently enrolled in the savings bond deduction program notifying them of this change.

9 Payroll Update Savings Bond Deduction Program, Continued While paper savings bonds will no longer be available through payroll deduction, employees still have the opportunity to invest in savings bonds and other Treasury securities through TreasuryDirect. This convenient and secure web-based system allows employees to purchase, manage, and redeem electronic (paperless) savings bonds online 24/7.

10 Payroll Update Savings Bond Deduction Program, Continued Using TreasuryDirect, employees can also purchase Treasury marketable securities (bills, notes, bonds, and TIPS) to expand their savings portfolios. After a TreasuryDirect account is established at employees can participate in TreasuryDirect by providing their personal banking account information to fund their TreasuryDirect accounts.

11 Payroll Update Savings Bond Deduction Program, Continued The following materials are available online to assist with this transition: – A list of frequently asked questions (FAQs) on this change – Employee Information on Electronic Payroll Savings with TreasuryDirect –Instructions for establishing a TreasuryDirect account

12 Payroll Update Savings Bond Deduction Program, Continued Please contact one of the following Treasury Retail Securities sites with any questions: Minneapolis: (Select Menu Option 7, then Option 5) Pittsburgh: (Select Menu Option 7, then Option 5)

13 Payroll Update Savings Bond Deduction Program, Continued Contact OSC Payroll Services Division with questions regarding deduction balances or the savings bond refund process Payroll Services Division: (860) To learn more about electronic savings through TreasuryDirect, and to take a guided tour of the system, you may visit

14 Payroll Update Year End 2011 is coming! All check/advice reversals and cash recovery/workers' comp reversals as well as other manual adjustments must be submitted to the OSC Central Payroll Unit by noon on Tuesday, November 16, All reversals for checks and advices issued after November 16 must be submitted to the OSC Central Payroll Unit by noon on Friday, December 17, 2010.

15 Payroll Update Year End, Continued 2011 is coming! Adjustments not received by these deadlines will result in the issuance of a W2-C. Checks dated 12/30/10 – Because of time restraints, all corrections will result in the issuance of a W2-C.

16 Payroll Update Important Scheduling Notes Confirm for 11/19/10 check Confirm will take place on Friday, November 12 th System Lockout will be in place at 7:00 p.m. on Thursday, November 11th and will continue through Friday, November 12 th There will be no payline adjustments on Friday, November 12 th Interface files should follow normal schedule

17 Payroll Update Important Scheduling Notes, Continued Confirm for 12/3/10 check Confirm will take place on Wednesday, November 24 th System Lockout will be in place at 7:00 p.m. on Tuesday, November 23rd and will continue through Wednesday, November 24 th There will be no payline adjustments on Wednesday, November 24 th Interface files are due on Monday, November 22 nd by 2:00pm

18 Payroll Update Important Scheduling Notes, Continued Confirm for 12/30/10 check Confirm will take place on Wednesday, December 22 nd System Lockout will be in place at 7:00 p.m. on Tuesday, December 21 st and will continue through Wednesday, December 22 nd There will be no payline adjustments on Wednesday, December 22 nd Interface files are due on Monday, December 20 th by 2:00pm

19 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

20 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

21 Human Resources Update DAS HR Business Rules and Central Audit Unit Hires Contact DAS Central Audit Unit if a “hard error” occurs after entering the employee’s Social Security Number in the National ID field. If an “Active” record exists for the employee, the gaining agency must communicate with the losing agency.

22 Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires Verify position approval has been received prior to submitting the Transfer/Rehire request. Complete all fields on the form including phone number, the employee job code and the contact person’s phone number.

23 Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires - Continued If there is an “Appt End Date”, be sure to indicate this on the form as well. (Do not use “Probation Date” for this purpose.) To locate the “Appt End Date” field click on the “Employment Data” link, scroll down and click on the USA flag.

24 Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires - Continued Gaining agency must communicate with the losing agency to ensure that the losing agency is aware of the transfer and to determine which Employee Record number should be used.

25 Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires - Continued This is very important because a dual employment situation may exist and there could be FLSA implications. Use ‘Data Change/General Data Change’ if changes to fields other than Comp Rate are needed after DAS initiates the transfer and additional updates need to be entered into Job Data.

26 Human Resources Update DAS HR Business Rules and Central Audit Unit Transfers/Rehires - Continued Code changes to Comp Rate as ‘Pay Rate Change/Salary Plan Change’ (i.e.,TE to TC) or ‘Pay Rate Change/Adjustment’ (i.e.,bi-weekly is off by a penny). Enter all changes by using the same effective date and Effective Sequence number.

27 Human Resources Update DAS HR Business Rules and Central Audit Unit Promotion by Reclassification Transactions Use the correct coding for promoting within own position. –‘Promotion/Promotion to Target Class’ – Trainee/Leadership Associate/535-Q underfill OR –‘Promotion/Promotion by Reclass’ – under GL 226 or in same position from exam list

28 Human Resources Update DAS HR Business Rules and Central Audit Unit General Reminders Use the Action/Action Reason Codes Job Aid for determining the correct Action/Reason code for a specific situation. reason_codes.dochttp:// reason_codes.doc

29 Human Resources Update DAS HR Business Rules and Central Audit Unit General Reminders - Continued If you are unsure of the Action/Reason code or salary calculation call DAS HR Business Rules/Central Audit before entering the transaction into Core-CT. Address questions pertaining to salary calculations to and/or for a response.

30 Human Resources Update DAS HR Business Rules and Central Audit Unit General Reminders - Continued The Auditors of Public Accounts frequently ask DAS HR Business Rules/Central Audit for error notices sent to agencies during the period being audited. –If an error is cited and is later found to have been not in error, DAS will make every effort to communicate this to the Auditors.

31 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesSue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

32 Human Resources Update Fiscal Year End Fiscal Year End Process Completed! Another successful Fiscal Year End process was completed in July Agencies are reminded to review all Combination Codes that will need to roll forward into next fiscal year – Be ready to provide these codes to OSC in April

33 Human Resources Update October 2010 Longevity Process First Preliminary Reports were available on Tuesday, 09/07/2010 Second Preliminary Reports were available on Tuesday, 09/21/2010 Final Processing will occur on Friday, 10/01/2010 Final Reports will be available on Saturday, 10/02/2010

34 Human Resources Update Inactivating a Position – Hard Edit A new Hard Edit has been implemented in Position Data to ensure positions are being inactivated properly. Often, the INA row was entered to inactivate a position, but the Status Field remained set to ACTIVE Hard Edit is now in place to prevent the position record from saving when the INA action is entered without changing the status to INACTIVE Ensures accurate Monthly Position Status Reports

35 Human Resources Update Acting Appointments – University Employees Classified TSHC procedures are no longer used for Unclassified Acting Appointments. New Codes are now in place that are specific to Acting Appointments: –LOA / Acting Appts – Univs Only –RFL / Return from Acting Appt –TER / Acting Appts – Univs Only Ended –HIR or REH / Acting Appts – Univs Only

36 Human Resources Update Acting Appointments – University Employees, Continued Continue to use Additional Employment Instance for the Acting Appointment New procedure will allow for more accurate reporting at both the Agency and Central level Job Aid will be available soon!

37 Human Resources Update Report Parameters – DeptID Field For agencies consisting of multiple departments/divisions, many Core-HR reports may be run by each individual Department ID for which the user has access. OR If the Department ID field is left “blank”, information is returned for ALL departments within the agency. Personnel Actions History Report Longevity Working Test Period Report Seniority Report

38 Human Resources Update Logging Tickets – REMINDERS Add a top row to update a record while a ticket is pending, so the paycheck is accurate. Provide Core-CT Help Desk with an Expected Return Date whenever requesting any type of Leave action – including Worker’s Compensation. Be sure to include the “true” effective date when asking for retroactive Position actions.

39 Human Resources Update Logging Tickets – REMINDERS, Continued Provide a Note to be entered into Notepad when asking for a Correct History transaction. When requesting multiple actions for one employee, log one ticket only. Multiple tickets are not needed.

40 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

41 Time and Labor Update Self Service Employees With Multiple Jobs Self Service time entry role gives access to ALL jobs. Employees have the ability to enter time for Non- Self Service job without the time needing approval.

42 Time and Labor Update Self Service, Continued Employee must choose job to enter time for by job title and department. ALL agencies must be aware of employees who have multiple jobs and are employed at a self service agency.

43 Time and Labor Update Self Service, Continued New Job Aid lists self service agencies Agency Time and Labor Status

44 Time and Labor Update Self Service, Continued Agencies, including non-self service agencies, are responsible for auditing and ensuring that self service employees enter time for the correct job.

45 Time and Labor Update Self Service, Continued Identifying Multiply Employed Persons Multiple Jobs Summary report - Workforce Administration > Job Information > Reports > Multiple Jobs Summary by Dept OR Online - Workforce Administration > Job Information > Review Job Information > Multiple Jobs Summary

46 Time and Labor Update Self Service, Continued New Audit Tool EPM query will display timesheets submitted for agency employees with an OPRID that may be invalid. CT_CORE_TL_TIMESHEET_OPRID_AUD

47 Time and Labor Update Self Service, Continued New Audit Tool, (cont.) Query looks at timesheet entries and security Matches OPRID of timesheet entry to roles of that OPRID to see if they are valid for the Department Valid roles are: TL Specialist, Timekeeper Specialist, Timekeeper, Time Reporter or Time Approver

48 Time and Labor Update Self Service, Continued Core-CT is exploring additional solutions to prevent this issue. More information will be published via Daily Mail as it becomes available.

49 Time and Labor Update Time and Labor Rules Rules project is nearing completion Holidays Shift and Weekend Diff Rotating Averaging Overtime

50 Time and Labor Update Time and Labor Rules, Continued Overview of changes: Holidays Time worked on holiday = REGH Shift and Weekend Diff Half time premium now split out

51 Time and Labor Update Time and Labor Rules, Continued Overview of changes, (cont.): Rotating Averaging REG hours no longer adjusted All Rotating Averaging hours = ROTAV Overtime Half time premium now split out

52 Time and Labor Update Time and Labor Rules, Continued Overview of changes, (cont.): Time Reporting Code – OT1FO Will become a rule only TRC No longer available on Timesheet

53 Time and Labor Update Time and Labor Rules, Continued Overview of changes, (cont.): Paycheck View Display of earnings may change Details on exact changes will be discussed in training sessions

54 Time and Labor Update Time and Labor Rules, Continued Go Live Date Pay period beginning January 14, 2011

55 Time and Labor Update Time and Labor Rules, Continued Agency Task Workgroup must be changed for employees in NP-5 (09) and P-2 (12) Workgroups with ‘CON’ Future dated rows can be entered More details to follow

56 Time and Labor Update Time and Labor Rules, Continued Training Classes to be scheduled for November and December Larger agencies may request on-site training if there is a training room available Smaller agencies will be held in East Hartford Watch for Daily Mail announcing sessions Make up sessions in January

57 Time and Labor Update Time and Labor Rules, Continued Training Classes Overview for HR and Payroll Supervisors In depth training for all users processing time and labor and/or payroll transactions and performing audit functions Self Service agencies responsible for informing employees of any timesheet coding changes

58 Time and Labor Update Time and Labor Rules, Continued Training Classes Classes will be grouped by specific requirements Watch for class descriptions and sign-up information

59 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

60 Benefits Update Retirement Benefits As of July1, 2010 all Retiree Benefit Enrollments are processed in Core-CT by the Office of the State Comptroller Retiree Health Insurance Unit.

61 Benefits Update Retirements Benefits, Continued In May 2010 the Retirement Health Insurance Unit began processing all benefit enrollment and personal information updates in Core-CT.

62 Benefits Update Retirement Benefits, Continued The Retirement Health Insurance Unit hires and terminates employees into the Office of State Comptroller’s Department ID, OSC15000,by adding a primary employment record and processing the employee’s Retirement Health Insurance and Life Insurance through Core-CT. This employment record will require the Retirement Health Insurance Unit to use the “Terminated with Benefits” action and set the Job Indicator to Primary.

63 Benefits Update Retirement Benefits, Continued In order to process retirement benefits enrollment, data changes may be entered by the Retirement Health Insurance Unit on previously active employment records. All retirement benefits, including life insurance, are enrolled on these newly established Core-CT records.

64 Benefits Update Retirement Benefits, Continued Agencies must now follow a new termination process for employees who transition directly into retirement effective April 1, 2010 and after. –Agencies may no longer use a “Terminated with Benefits” Action code. –Agencies must now use the Action code of “Termination” and change the job indicator to Secondary when terminating an employee due to the following retirement reasons:

65 Benefits Update Retirement Benefits, Continued Retirement reasons, continued:  DRN – Dis Retirement Non Service  DRS – Disability Retirement Service  HWB – Hazardous Duty Retirement  ORB – Other Retirement Not Vested  PDR – Term Pending Disability Retirement  RWC – Retire Continue to Receive Worker Comp (not entitled to paid up life insurance)  SRB – Service Retirement  VRE – Voluntary Retirement

66 Benefits Update Retirement Benefits, Continued Retirement termination process, continued: –This must be done for all employees transitioning directly into retirement regardless if they are receiving a paid up life insurance policy.

67 Benefits Update Retirement Benefits, Continued If an employee is retiring and is continuing to receive Workers’ Compensation payments, their termination event in Core-CT should be Termination (TER)/Retire Continue To Receive Workers’ Comp (RWC). However, if they are entitled to a paid-up life insurance policy, you will also need to notify the Retiree Health Insurance Unit of their workers’ compensation status so that their retirement record and benefits billing can be properly set up.

68 Benefits Update Retirement Benefits, Continued Agencies must also notify the Retiree Health Insurance Unit when a retiree stops receiving workers’ compensation payments. These updates should be ed to: For assistance with retiring employees continuing to receive workers’ compensation, contact Melanie Buckley at the Office of the State Comptroller at (860)

69 Benefits Update Retirement Benefits, Continued Two job aids, Action/Action Reason Codes and Checklist for Terminating an Employee are available on the Core- CT website for assistance with terminating an employee. Both of these job aids have been updated recently. ct.state.ct.us/user/hrjobaids/hr/action_reason_codes.doc ct.state.ct.us/user/hrjobaids/hr/chklst_fr_trmntng_emplye.doc

70 Benefits Update Retirement Benefits, Continued All retiree enrollment events are now processed under the OSC Department ID, OSC In some cases, updates that are made on the retiree record may also affect the retiree’s old active employment record (i.e., address changes). If you find any open/unprocessed events on your weekly “Open Events” report for individuals that are retired, please a list of those events to the Retiree Health Insurance Unit at:

71 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

72 EPM Update New Fields Added CTW_EMPLOYEE/VW Employee Reporting Tables DEPT_ENTRY_DATE: Date the Employee first entered the Department POSITION_ENTRY_DATE: Date the Employee first entered the Position

73 EPM Update Fields Re-labeled CTW_DET_PAYROLL- Detailed Payroll Reporting Table FISCAL_YEAR:Payroll Fiscal Year ACCOUNTING_PERIOD: Payroll Accounting Period

74 EPM Update Agency Super Users Qualifications for Agency Super Users –Strong reporting background –Attendance at formal EPM training –Demonstrated ability in query construction Risk –Can create, modify and delete any public query.

75 EPM Update Public Query Creation Candidates for CORE public queries must have applicability for the general user population. CORE public queries are designed, validated and maintained by CORE EPM staff. A list of all CORE public queries, a design document and execution instructions are available:

76 EPM Update Query Clean Up Every eighteen months, the EPM team deletes: All queries using an invalid design such as union queries with mismatched field data types. All “broken” queries. A “broken” query is defined as one that cannot be executed until re-designed. Examples are queries using deleted fields or records.

77 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

78 Security Update New Security Functionality Automated Forgotten Password Reset Feature in Core-CT Agency users must first update their System profile in Core-CT. Users must have a state address and be able to receive external s in their agencies. Users without a state address must continue to contact their Agency Security Liaison for a password reset. Users are NOT to contact the Core-CT Help Desk for password resets.

79 Security Update New Security Functionality, Continued Automated Forgotten Password Reset Feature in Core-CT Instructions for setting up your User System Profile in Core-CT can be found at: FAQs: ct.state.ct.us/security/docs/psswrd_rst_faq.dochttp:// ct.state.ct.us/security/docs/psswrd_rst_faq.doc

80 Security Update New Security Functionality, Continued Automated Forgotten Password Reset Feature in Core-CT Security Liaisons can contact the Core-CT Security Team Mailbox for a list of all Users in their agencies who should, but have not yet set up a System Profile

81 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

82 Wrap Up Thank you for your participation today. We look forward to continuing our work together to make Core-CT a success! Look for this presentation on the Core - CT website ( Next meeting – Tuesday, March 22, 2011, 1:30pm - 4:00pm and Wednesday, March 23, 2011, 9:00am - 12:00pm Room 1002A and 1002B 101 E. River Drive

83 Agenda WelcomeAnne North and Sue Martin Business Process Updates PayrollNancy Ribes, Shirley Galka Human ResourcesPauline Mahoney, Sue Cavanaugh Time and LaborBelinda Thibedeau BenefitsMelanie Buckley EPMBarbara Jacius SecurityTracy Douglas Key MessagesAnne North and Sue Martin Questions & DiscussionAll

84 Questions/Discussion