HRS Coordinators. February 23, :30 p.m. Room 1106/1108, 21 N. Park UNIVERSITY OF WISCONSIN MADISON

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1 HRS Coordinators February 23, :30 p.m. Room 1106/1108, 21 N. Park UNIVERSITY OF WISCONSIN MADISON

2 Agenda Meet Wayne Guthrie StayWell Wellness Program Update & Portal demo Security Update Miscellaneous items HRS outage for 9.2 Upgrade - Impacts 9.2 New functionality Multiple Job Overtime 9.2 New functionality Legal Holidays Communities of Practice Update Preview of HRS Tip sheets review Benefits Services Update Cobra compliance update Formulary changes Future topics for overviews UNIVERSITY OF WISCONSIN MADISON

Agenda Introduction to StayWell Portal Demo Scheduling Onsite Health Screening Events 2017

6 Introduction to StayWell The Department of Employee Trust Funds (ETF) has contracted with StayWell to provide the Well Wisconsin Program for This will replace the program administration and services previously provided by the health plans and Optum. Who is StayWell? We have been providing wellness services in the industry since We provide screening services for more than 50 clients annually. We do the heavy lifting for you. We are partnering with Quest Diagnostics to provide onsite health screenings for those eligible for the Well Wisconsin incentive. StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

7 Well Wisconsin Incentive Deadline will change for 2017 Participants will need to complete a health screening and the health assessment by October 20, 2017 in order to be eligible for the incentive. Health Assessment Health Screening $150 Gift Card The StayWell Company, LLC. All rights reserved.

StayWell Health Screenings 2017 Well Wisconsin Options StayWell Screening

10 StayWell Health Screening Services StayWell will provide the following health screening services in 2017 as part of the Well Wisconsin Program. Onsite Health Screenings Dates: 2/1/ /13/2017 Eligible Participants: Those eligible for the Well Wisconsin incentive Services: Height, weight, waist, blood pressure, total cholesterol, HDL, LDL, triglycerides, glucose 3-5 minute results review Single station: All measurements will be done at the same station. Site coordinator may request privacy screens for event. Results: Loaded to participant profile in StayWell Well Wisconsin web-portal 10 business days after event. Health Care Provider Form (HCPF) Dates: 1/1/ /20/2017 Eligible Participants: Those eligible for the Well Wisconsin incentive Services: Height, weight, waist, blood pressure, total cholesterol, HDL, LDL, triglycerides, glucose Form Access: Participants can download the HCPF on the StayWell Well Wisconsin web-portal. Submission of form: May be submitted by fax, mail or secure upload StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

each event Appointment cancellations or modifications can be done in the web-portal Participants who register 2 weeks prior to event will

11 Onsite Health Screening Registration Online Registration StayWell Well Wisconsin web-portal Registration opens at least 4 weeks prior to event date Confirmation sent to participant Reminder sent to participant 48 hours prior to the event Closes 1 day prior to each event Appointment cancellations or modifications can be done in the web-portal Participants who register 2 weeks prior to event will not need to complete registration paperwork at event StayWell Screening Kick Off Presentation 2014 The StayWell Company, LLC. All rights reserved.

12 Site Coordinator Responsibilities Starting November 2016 Submit health screening request form for 2017 events Submit early to ensure date availability Must provide preferred date and alternate date Reserve room, tables, chairs and trash cans for requested screening date(s) The examiners will manage the set up of the screening room. Room must have access to electrical outlets Receive confirmation from StayWell of health screening dates with in 10 business days of submission StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

13 Site Coordinator Responsibilities 4 weeks prior to event Promote onsite health screenings Promotional materials provided by StayWell Registration and reminder Flyers, FAQ, table tent and monitor slide Promote on employee intranet sites Word of mouth 3 4 weeks prior to event Review from StayWell to confirm final event details Request additional screening appointments, if needed Send reminder to participants StayWell Screening Kick Off Presentation 2014 The StayWell Company, LLC. All rights reserved.

14 Site Coordinator Responsibilities Day of event Examiners will bring all screening supplies to your location Meet screening staff at designated entrance 90 minutes prior to event start time Arriving 90 minutes prior to the start of the event allows time for equipment checks and room set up. Ensure screening room has enough tables, chairs and trashcans. After the event Assist with room clean up Complete evaluation (sent by StayWell) StayWell Screening Kick Off Presentation 2014 The StayWell Company, LLC. All rights reserved.

15 StayWell Responsibilities Liaison between screening vendor and site coordinator Builds the schedule and confirms the schedule Provides site coordinator with registration updates Completes room set up one hour prior to start of event and room tear down after event Disposes of bio-hazard waste Manages registration table Provides site coordinator with follow up after the event including a link to a survey StayWell Screening Kick Off Presentation 2014 The StayWell Company, LLC. All rights reserved.

Promotional Materials Provided to Onsite Coordinator Health Screening Promotional Materials e-mail 1: Health screening registration has begun Attach FAQs Sent 4-7 weeks prior to event e-mail 2: Have

16 Promotional Materials Provided to Onsite Coordinator Health Screening Promotional Materials 1: Health screening registration has begun Attach FAQs Sent 4-7 weeks prior to event 2: Have you signed up for your onsite health screening Sent 4-5 weeks prior to event Additional materials Health screening promotional flyer Health screening monitor slide Health screening table tent Station signs Post screening handout Includes information regarding the health assessment Additional screening communications (sent by StayWell to participants) Brochure: In homes week of January 23, 2017 StayWell Screening Kick Off Presentation 2014 The StayWell Company, LLC. All rights reserved.

17 Scheduling Guidelines Expected 2017 participation Determined by prior year percent participation by location Event Date Choose date(s) between 2/1/2017 and 10/13/2017 Must request a minimum of 60 days prior to event date Must provide at least 1 alternate date If possible, avoid scheduling your screening on weekends or holidays Remember to check room availability for the screening date(s) you are requesting Event Time Provide number of total eligible and number of appointments needed Consider times that are convenient for spouses to participate Schedule consecutive hours with fewer than 2 hours between shifts Minimum of 4 hours per event StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

18 Scheduling Guidelines: Staffing/Flow Rate Number of appointments per event Minimum: 20 appointments Maximum: 200 appointments, if you have more than 200 expected, please contact me directly The events are staffed based on the number expected and the number of hours requested For example, if there is a 4-hour event with 100 expected, it will require more staff than an 8-hour event with 100 expected Flow Rate Number Of Examiners 4 per hour 1 examiners 8 per hour 2 examiners 12 per hour 3 examiners 16 per hour 4 examiners 20 per hour 5 examiners StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

19 Schedule Changes Event Cancelation More than 20 business days prior to the event: No additional fees 1-20 business days prior to the event: Additional fees will be incurred by the Well Wisconsin Program Additional appointments or time changes Less than 2 weeks prior to event date: Additional fees will be incurred by the Well Wisconsin Program StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

20 Additional Information Screening Request Form Be specific about total number of eligible and number of appointments needed Calculate percentage of Spanish speaking employees (those that ONLY speak Spanish) Be sure to submit your screening request form at least 60 days prior to your requested event date(s) Additional Logistics Be sure to provide information in your event request form regarding the following to ensure we are well prepared for your event Security Site specific protocols/requirements Parking StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

21 Reminders Get your health screening request via Survey Monkey in early! Requests must be submitted a minimum of 60 days prior to preferred event date. Link to request: StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

Questions? Molly Heisterkamp Well Wisconsin Program Manager 608-267-3939 mheisterkamp@staywell.

22 Questions? Molly Heisterkamp Well Wisconsin Program Manager Katie Storlie - Onsite Health Screenings Coordinator kstorlie@staywell.com StayWell HelpLine wellwisconsin@staywell.com StayWell Screening Kick Off Presentation The StayWell Company, LLC. All rights reserved.

23 UNIVERSITY OF WISCONSIN MADISON Security Update

24 Miscellanous Items Organizational Department Changes/Requests Form now specifies fields for HRS Dept Level Funding (Default Funding) Don t provide all funding associated with the dept Default Payroll Coordinator Requests Include a message in the WiscIT requesting a mass update of the TL Security pages Reports to field (used for Perf Mgmt) Carla if you would like a list of your TL Supervisors/Approvers to review and then loaded by the Service Center into the HRS Reports to field UNIVERSITY OF WISCONSIN MADISON

25 Human Resource System (HRS) Outage for 9.2 Upgrade UNIVERSITY OF WISCONSIN MADISON

26 Is everyone locked out of HRS? UNIVERSITY OF WISCONSIN MADISON

27 Impacts on HRS Core Users Complete Outage from noon Wednesday, Feb 22 until midday Monday, Feb 27 HRS Access Human Resources, Benefits, Payroll, Funding, Time and Labor, Absences Funding Direct Retro Entry EPM Data warehouse reports OIM Security requests/approvals JEMS See attached chart CAT Funding entries TREMS See attached chart Self Service UNIVERSITY OF WISCONSIN MADISON

28 Reminders Impacts on Self Service Unavailable self-service functions during the outage include: Online timesheet: Divisions and departments should have a plan in place for how to communicate with time reporting employees regarding the outage, including instructions on how to record and report time until HRS service is restored. Manager Self Service Absence reporting Benefits self-service (e-benefits): Any new employees who are approaching the 30-day deadline for benefit enrollments will need to submit paper applications for the period when Benefits Self Service is not available. Updates to personal information Access to electronic earning statements, tax statements, leave statements, etc. Missed Payroll Processing Missed payroll processing will resume on Tuesday, February 28th. The request deadline for guaranteed printing on this date is Monday, 2/27 at 3:00 p.m. UNIVERSITY OF WISCONSIN MADISON

29 Reminders Retro Pay Any retro pay records that are in an active status (Calculated, Not Processed, Recalculate Request, Extracted) after the February B (2B) payroll was confirmed in 9.0 will be cancelled as part of the cutover process to 9.2. If a retro pay record has already been triggered but did not load to the 2B payroll in 9.0, please make note of that entry and request a payline for the retro pay after cutover. UNIVERSITY OF WISCONSIN MADISON

30 9.2 Go-Live Timing Outage Wednesday, February 22, noon Updates on Progress - Watch UW Service Center Readiness page Service Center Smoke Test Sunday, February 26 HRS 9.2 Go-Live, i.e., HRS ready for logins Monday, February 27 (notifications both in an to all our divisions/departments and on the Readiness page) 30

31 New Functionality Multiple Job Overtime 9.2 HRS will automatically generate overtime for an employee with multiple non-exempt jobs within the same workgroup when reported hours combined within a week exceed 40. The Service Center will be carefully evaluating this new automation of overtime. 31

32 Multiple Job Overtime What is a Workgroup? Used in Time and Labor Groups Employees with identical time and labor setup configuration Time Reporting Codes (TRCs) Time and Labor Rules FLSA Status Timesheet Types (Punch vs Elapsed) Workgroup Examples: STH00NPP00 = Student Nonexempt Positive Punch LTE00NPP00 = LTE Nonexempt Positive Punch CLS03NEP00 = CLS BU03 Nonexempt Exception Punch, etc.) 32

33 Multiple Job Overtime Time Reporter Data Page The workgroup is setup on the Time Reporter Data page. The nightly TL Auto Enrollment job creates and updates the employees Time Reporter Data page automatically. Navigation: home > time and labor > enroll time reporters > maintain time reporters Security Roles: TL View, TL Payroll Coordinator, TL Supv/Approver 33

34 Multiple Job Overtime Example: Employee has two active SH (Student Help, workgroup STH00NPP00) jobs SU M T W R F SA Total/TRC Job Hrs REG01 Job Hrs REG01 & 4 Hrs OTSHR Neither job 1 or 2 have over 40 hours of reported time for the week. Together the two jobs have a total of 44 hours of reported time. As a result, 4 Hrs OTSHR are generated for Job 2 at the point that the total hours for the week pass the 40 Hour threshold. 34

35 Multiple Job Overtime Questions? Can I still update an employee s timesheet to adjust their time? Yes, the employee s timesheet can be updated to direct overtime within established time frames or determine where OT should be charged. How do I know if overtime has been generated for an employee in my department? Use the Payable Time by TRC query (UW_TL_775_RTTRC) in HRS to identify which employees have overtime for a given period. What if I have employees with multiple jobs that are not in the same workgroup, how do I apply overtime for these employees? If the employee works more than 40 hrs within a week on one non-exempt job, HRS will automatically apply overtime. If the employee has multiple jobs that are not in the same workgroup, then use the Overtime & Comp Time report to identify employees requiring a review of their reported time. 35

36 Multiple Job Overtime Questions? Will HRS apply overtime to a non-exempt employee who works more than 40 hours on one job? Yes, HRS will continue to automatically apply overtime to non-exempt employees that work more than 40 hrs within a week in one job. Are there any KBs that can help me understand the processing of overtime hours? Yes, please reference these KBs for additional information regarding processing overtime in HRS KB Time and Labor Reports KB Time and Labor Queries KB Overtime Multiple Jobs and Comp Time Policy KB TL Processing procedure Timeline 36

37 New Functionality Legal Holidays Legal Holidays for University Staff employees will no longer be administered in the Time and Labor module, instead it will be managed in the Absence Management module like all other leave usage and similar to the way legal holidays are entered for the FA/AS/LI employees. Holidays will be automatically loaded one pay period before the holiday(s) occurs (exceptions are those divisions using a billing interface). More info on this subject and entry of floating holidays will be distributed in the near future. UNIVERSITY OF WISCONSIN MADISON

38 Review of Readiness Page And here s Josh UNIVERSITY OF WISCONSIN MADISON

39 Learning Resources Tip sheets, Videos, elearnings, Hyper-links to KB s General Navigation General Navigation (video) Mouseover Feature (video) WED (video) Benefits *Central OHR will go through additional training Payroll HR Finance Time and Absence UNIVERSITY OF WISCONSIN MADISON

40 Benefit Services update UNIVERSITY OF WISCONSIN MADISON

41 January COBRA Compliance Great Positive Impacts Continuing employees remained enrolled in their benefits Much fewer reinstatements needed Fewer actual coverage interruptions Fewer employees contacting OHR-Benefits and/or their dept/divs regarding COBRA notices received in error Fewer upset, angry, confused employees = improved customer service Savings on administrative resources and mailing costs UW-Madison is compliant with COBRA laws THANK YOU ALL! January 2016 State Group Health COBRA January 2017 State Group Health COBRA Estimated 1,000+ notices sent 321 UNIVERSITY OF WISCONSIN MADISON

42 Pharmacy Benefits - Navitus State Group Health Prescription Coverage Employee Trust Funds (ETF) e-learning module: Pharmacy Benefits-Saving on Your Prescriptions Primarily through Navitus Employees can login to the website for claims information & the formulary, preferred drug listing, that shows what is covered Formulary was updated on 02/01/2017 Specialty Medication Program Diplomat Marked as ESP in the formulary listing UNIVERSITY OF WISCONSIN MADISON

43 Future overviews at HRS Coordinators meetings Future topics for overviews ETF Annual Statement of Benefits Leaves of absence Rehired annuitants WRS eligibility Retirement process OHR & ETF Payroll perspective on hiring Others??? UNIVERSITY OF WISCONSIN MADISON

44 HRS Coordinators Meeting Questions UNIVERSITY OF WISCONSIN MADISON

Affinity Group January 8, 2019

Affinity Group January 8, 2019 The University of Wisconsin Service Center will Serve the people of the University of Wisconsin System Collaborate by being supportive and constructive Act with Integrity