Please see the more in depth process guide attached to this document, which includes screen shots from the systems.

Transcription

1 This is for benefits eligible new hires during the dual entry period, any time between 7/1/2018 until the auto-feeds are in place between IOI and Benefits Connect. The Office of Human Resources will send a replacement guide at that time. *This is for new hires, not transfer staff within the Archdiocese of New Orleans.* Complete the New Hire paperwork (this includes the I-9, tax forms, benefits enrollment or waiver forms, beneficiary forms, etc.). All forms required by HR can be found on the Human Resources website: Please note that some locations may have additional paperwork requirements, like background checks, professional certificates/licenses, safe environment training, etc. Enter the demographic information into IOI payroll. Make a note of the 9 digit IOI File Number. Enter the demographic information into Benefits Connect. The file number will be your 5 digit AN location code (EX: AN425) plus their 9 digit IOI File Number (if the File Number is not 9 digits, please add the appropriate numbers of 0s to the front; EX: 111 would be ). EX: The full Benefits Connect File Number would read AN NOTE: These numbers are vital to the accuracy of the payroll deductions Once the demographic information is in both systems, create the deductions for medical, dental, vision and voluntary life in IOI payroll using the Employee Benefits section, which pushes to the deductions. Even if they waive medical, you must create the Benefits Record showing that they waived. Please see the more in depth process guide attached to this document, which includes screen shots from the systems. If you have any questions about your new hires, please contact the Office of Human Resources. Karen Heil (504) Pam Power (504) Ainsley McGovern (504) Archdiocese of New Orleans Office of Human Resources Effective 7/1/2018

2 This process guide is to ensure a smooth transition of personal and benefits data for any staff person transferring to another location/entity within the Archdiocese of New Orleans. Following the below steps is critical to guarantee continuity of insurance coverage and retirement contributions. This requires open communication between the releasing and receiving entities. Mark the staff person as terminated in your IOI payroll records. Please flag the Termination Reason as Transfer to other Archdiocesan location. Within their benefits records, make them historic DO NOT terminate their benefits record. Make sure to communicate to the receiving location when this is completed. Follow the attached screen shots to change the person s division in Benefits Connect. Once the file is marked as terminated in the IOI payroll system, communicate to the receiving entity immediately. *Weekly files are sent on Wednesdays* Once the receiving entity alerts you that they have created the transfer staff s new payroll records, mark your record as Not Primary in the Primary Location field. Communicate this change to the receiving entity. The releasing location should pay out any accrued vacation time. (Reminder: final paycheck is due 15 days after separation). Create new IOI payroll data. Record their File Number. Once the staff person appears in your system, change the file number to match the File Number that IOI has, including the 5 digit IOI code prefix (AN number). As soon as the releasing entity marks the person as terminated in their IOI payroll, create the new file in your system within the same weekly file period. *Weekly files are sent on Wednesdays* Alert the releasing entity after you create the new payroll record. Once they make the change of the Primary Location Flag, please change the flag in your records to be Primary Location. The receiving entity may consider allowing the transfer staff to continue accruing vacation at the same rate, if applicable. As a reminder, please do for all what you do for one. If you have any questions about your transfer staff members, or need contact information for another location/entity, please call the Office of Human Resources. Karen Heil (504) Pam Power (504) Ainsley McGovern (504) Archdiocese of New Orleans Office of Human Resources Revised 06/2018

3 The location the employee is transferring from initiates the transfer by moving the employee into the new division

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10 The location the employee is transferring to can then update the payroll file number to reflect the new divsion

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17 Archdiocese of New Orleans Dual Entry Instructions June 18, 2018 The Archdiocese of New Orleans project using benefitsconnect will need dual entry in benfitsconnect and IOIPay for some items until the two systems are interfacing digitally. New employees and transfers of employees between divisions will need to be updated in in IOIPay and benefitsconnect. Changes to New Hires and transfers made since June 7, 2018 will need to be entered for Primary Location = Yes employees as well as those employees changing their Primary Location to Yes. Employees from IOIPay should be entered in benefitsconnect in the following situations: A New Hire in IOIPay whose Primary Location flag = Yes An existing employee in IOIPay, whose Primary Location flag is changing from No to Yes The key information needed to enter the employee into benefitsconnect is a combination of IOI Division Code and IOI File Number. Reminder: ONLY Primary Location employees marked as YES will need to be entered/maintained in benefitsconnect. IOI New Employee Entry Step 1: Enter the New Hire in IOIPay. If the Primary Location = No, STOP, do not proceed. If the Primary Location = Yes, proceed to Step 2. Step 2: After the New Hire has been added, note the IOI Division and File Number. At right, the example shown is Division AN101, File Number 111. A combination of the IOI Division Code + IOI File Number, will be used later in Step 6 when entering the employee in benefitsconnect. Step 3: Log into benefitsconnect and navigate to Add Employee. Interlogic Outsourcing, Inc. IOI/benefitsCONNECT Tip Sheet 6/19/2018 Page 1

18 Archdiocese of New Orleans Dual Entry Instructions June 18, 2018 Step 4: A screen similar to the one shown at right will be displayed. Enter the employee s information, including the proper Division (Select Division). In the example at right, the employee is being added to Division AN101. When finished entering data on this screen, press the SAVE button. Step 5: A screen similar to the one shown at right will be displayed. Select the Payroll menu. Interlogic Outsourcing, Inc. IOI/benefitsCONNECT Tip Sheet 6/19/2018 Page 2

19 Archdiocese of New Orleans Dual Entry Instructions June 18, 2018 Step 6: A screen similar to the one shown at right will be displayed. Go to the Payroll File Number field and enter the information from the IOIPay New Hire. In the example shown, the employee s Payroll File Number is AN The benefitsconnect Payroll File Number must be equal to the IOI Division Number + IOI 9 digit File Number The benefitsconnect Payroll File Number must equal 14 characters total. Example from Step 2 is AN Digit IOI Division example AN101 9 digit IOI File Number example file number 111 should be entered as The key is the 9 digit number requirement. If a person s File number in less than 9, you must add the leading zeroes to the File number. (AN ). SAVE after you have finished entering data for this employee. Interlogic Outsourcing, Inc. IOI/benefitsCONNECT Tip Sheet 6/19/2018 Page 3

20 Archdiocese of New Orleans Dual Entry Instructions June 18, 2018 Transferring an employee in IOIPay from one Division to another will also require an update to benefitsconnect. See screens and instructions below. IOI Existing Employee changing Division and benefitsconnect Payroll File Number Step 1: Locate the employee in IOIPay. If the Primary Location = No, STOP, do not proceed. If the Primary Location = Yes, proceed to Step 2. Step 2: Note the IOI Division and File Number for both employee records: The existing IOI Division/File Number for the employee changing from Yes to No. The existing IOI Division/File Number for the employee changing from No to Yes. At right, the examples shown are: Division AN101, File Number 111 (existing) Division AN105, File Number 99 (new) The example used throughout this procedure is an employee moving from AN101 to AN105. A combination of the IOI Division Code + IOI File Number, will be used later in Step 12 when transferring and modifying the employee in benefitsconnect. Step 3: Log into benefitsconnect and navigate to Employee Administration. Please Note: The location the employee is transferring from initiates the transfer by moving the employee into the new division. Interlogic Outsourcing, Inc. IOI/benefitsCONNECT Tip Sheet 6/19/2018 Page 4

21 Archdiocese of New Orleans Dual Entry Instructions June 18, 2018 Step 4: A screen similar to the one shown at right will be displayed. Navigate to Edit Employees. Step 5: A screen similar to the one shown at right will be displayed. Use the SEARCH feature to locate the employee you wish to edit. Once you have located the employee, proceed to Step 6. Step 6: A screen similar to the one shown at right will be displayed. Once you have verified that you are on the correct employee, select Division Status. Interlogic Outsourcing, Inc. IOI/benefitsCONNECT Tip Sheet 6/19/2018 Page 5

22 Archdiocese of New Orleans Dual Entry Instructions June 18, 2018 Step 7: A screen similar to the one shown at right will be displayed. Please reference examples shown at right. The first screen example shows the Current Division is AN101. Clicking on the dropdown box will show a list of valid locations. The second screen example shows a selection of AN105, to indicate the employee is moving to Division AN105. Once you have selected the new Division, Enter the Effective Date of Change and then press the SAVE button. Interlogic Outsourcing, Inc. IOI/benefitsCONNECT Tip Sheet 6/19/2018 Page 6

23 Archdiocese of New Orleans Dual Entry Instructions June 18, 2018 Step 8: Immediately notify the Division that the employee is transferring to, for their next steps. The location the employee is transferring to must update the Payroll File Number to reflect the new Division + IOI File Number. The Division the employee is transferring to should log into benefitsconnect and navigate to the employee administration menu option. Step 9: A screen similar to the one shown at right will be displayed. Navigate to Edit Employees. Step 10: A screen similar to the one shown at right will be displayed. Use the SEARCH feature to locate the employee you wish to edit. Once you have located the employee, proceed to Step 11. Interlogic Outsourcing, Inc. IOI/benefitsCONNECT Tip Sheet 6/19/2018 Page 7

24 Archdiocese of New Orleans Dual Entry Instructions June 18, 2018 Step 11: A screen similar to the one shown at right will be displayed. Select the Payroll menu. Step 12: A screen similar to the one shown at right will be displayed. This is where you will use the information from Step 2 to change the Payroll File Number in benefitsconnect. The first screen example shows the existing Payroll File Number (AN ) which is no longer correct because the employee has been moved to AN105. The second screen example shows the Payroll File Number being changed to the new Payroll File Number (AN ). Once you have entered the correct Payroll File Number, verify the Effective Date of Change and then press the SAVE button. Interlogic Outsourcing, Inc. IOI/benefitsCONNECT Tip Sheet 6/19/2018 Page 8