OM/PA Updates...•Heat tickets must be submitted for the exceptions listed above. •Benefitfocus...
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Transcript of OM/PA Updates...•Heat tickets must be submitted for the exceptions listed above. •Benefitfocus...
• OM/PA Updates
• LOA Reminders
• Inserting PA Actions
• Time Updates
• Special Bonus FY18 Leave
• Holiday Calendar Job Aid
• Payroll Updates
• New Payroll Process
• Benefits Updates
• Annual Enrollment Preparations
• SHP HBR Alert – CDHP Reminder
• Dependent Eligibility & SSN Audit Updates
• If an employee meets the criteria for provisional* FML, it is the agency’s responsibility to designate this leave promptly as FML in writing to the employee, generally within five business days.
• It is a best practice to promptly put these employees on LOA-FMLA in the system (not LOA-Extended Illness or Other).
• Placing an employee on Extended Illness can have an adverse impact on an employee’s benefits especially if the employee is out of leave.
• If you place an employee on FML in the system and they are later deemed ineligible you can work with BSS to have the action reason corrected in the system.
• *Provisional Designation (for FML)-A determination based on supplemental information that an employee’s leave is for an FMLA qualifying reason or medical condition.
• The effective date of the LOA-FMLA action should coincide with the provisional designation date, so long as the employee’s medical certification supports that date.
• The effective date should not be based on the date the medical certification paperwork is received.
• If an employee has been out for a provisionally designated qualifying FML event since 6/15/17 and the medical certification paperwork was received by the agency on 7/27/2017 (medical provider supports the 6/15/17 date), the effective date of the action is 6/15/17.
• If an employee has exhausted their FML and has applied for STD it is best to go ahead and put the employee on STD in the system instead of LOA-Extended Illness or Other.
• In the unlikely event that the employee is not approved for STD, you can work with BSS to have the employee’s record corrected.
• Before completing any PA action in the system you should review the employee’s record to make sure there are no future dated actions already on the employee’s record.
• You should never “insert” an action prior to an existing action on an employee’s record. Attempting to do so can cause numerous errors including payroll errors.
• Submit a heat ticket when your action is ready to be worked and OM/PA will assist with either deleting the future dated action or inserting your action depending on the specific circumstances.
• The HR/Payroll System was updated on 8/3/2017. Time eval was processed back to 7/1/2017 to grant 24.00 hours (or pro-rated amount) of Quota 56.
• Only BEST / TIME OPS has access to maintain IT2013/Q56 for those EEs who separate with a balance.
• Employees are allowed to request retroactive changes back to July 1, 2017, if they want to use A/A 9718 to replace another absence code previously recorded, including 9400.
• If the EE separated prior to 8/4/2017, the agency is responsible for changing any leave recorded to 9718 since the A/A code was not available in the system until 8/4/2017.
• Retroactive time entry change requests can be made by the agencies until 9/12/2017, per OSHR memo.
• Once that date has passed, BEST will remove Q56 balances for EEs who have separated.
• Best will continue to monitor going forward and remove Q56 quotas as needed as the time wall date moves forward.
• It is NOT necessary to enter a ticket to have Q56 balances removed after separation.
• The Holiday Calendar Job Aid has been updated for 2017-2018.
• Here is a link to the Job Aid:
• https://www.osc.nc.gov/holiday-calendars
• New Payroll Process for the Last day of Monthly Corrections –• Starting September 2017
• Agencies must have all actions completed by noon on the last day of corrections.
• Payroll will remain locked after the noon run until we EXIT payroll on Finalization Day.
• EXCEPTIONS:• Deceased employees• Employees on Short Term Disability• Late Separations – Notify BEST Time Team to enter 9400 to
prevent overpayments• Heat tickets must be submitted for the exceptions listed
above.
• Benefitfocus is currently working on the eEnroll system setting up the 2018 annual enrollment platform.
• This is referred to as ‘mapping’.
• Benefitfocus will map all enrolled active and non Medicare members, along with their dependents into the 70/30 Plan effective 1/1/18.
• Benefitfocus is beginning the mapping process today, 8/15/17, which should continue through mid September. (see HBR Alert 8/9/17)
• SHP advises that pending tasks should be approved by the HBR on a daily basis with a note on the employee’s enrollment screens as indicated in yellow.
• BEST is the administrative HBR for eEnroll and will be responsible for approving all associated tasks. Agency HBRs do not need to do anything.
• Benefitfocus will be updating this note to indicate BEST as the ‘HBR’.
• After mapping, employees will see 2 platforms:
• Open Enrollment
• Current Benefits
• Please communicate to employees the importance of accessing the ‘Current Benefits’ platform when currently enrolling as New Hire and/or when making a QLE change.
• There will be a small window of time during the mapping process, where the member may have access to the OE platform & may mistakenly make a change in that tab. Benefitfocus will be running reports to catch these issues.
• CDHP (Consumer-Directed Health Plan) was eliminated for 2018.
• HRA (Health Reimbursement Account) will NOT roll over for use in 2018.
• HRA funds:• Funds will only be available for claims incurred in 2017.• 2017 claims must be submitted for processing BEFORE 3/31/18.
• CDHP Health Engagement Program will be offered thru 12/31/17, but any incentive funds received will NOT roll over & will only be available for claims incurred in 2017.
• Please remind your employees & encourage them to plan accordingly for the remainder of the year.
• SHP mailed notices to all CDHP members in June 2017.
• Dependent Eligibility Audit-Post Deadline Period:
• The audit deadline for submitting documentation was 7/31/17.
• No dependents have been termed as yet!
• SHP will be reaching out to all employees that have not submitted dependent verification documentation or that have denied documents in an attempt to obtain verification.
• Dependent Eligibility Audit-Post Deadline Period:
• Employees can still submit documentation by uploading into the eEnroll system, by fax, email, or by mail:• Dependent Audit Hotline: 866-416-4476
Fax: 919-855-5819Email Address: [email protected] Address:
State Health PlanAttention: Dependent Audit3200 Atlantic Ave.Raleigh, NC 27604
• Dependent SSN Audit:
• Benefitfocus provided BEST a list of dependents that were dropped due to a missing SSN.
• There were only 16 impacted records!
• BEST will be providing Agencies a list of impacted employees by the end of this week.
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://osc.nc.gov/state-agency-resources/customer-service-hrpayroll/hr-and-payroll-conference-calls
The next HR/Payroll Conference Call webinar is scheduled for 9/19/17 at 10:00 a.m.
Payroll Operations
Ginny Kammer Payroll Ops Manager [email protected]
Theresa Grandy Payroll Ops Lead/ Garnishments [email protected]
Raquel Luster Accounting/Vendor/Direct Deposit Reversals Lead [email protected]
Raquel Luster Settlements Lead [email protected]
Shelia Atkinson SHP Reconciliation Lead/ ORBIT contribution [email protected]
HR Systems Operations
Liz Brown HR Systems Ops Manager [email protected]
Vacant Benefits OPS Lead
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]
