Mini HR Training: Common Issues. Facilitators: Sharon Atkinson Rosalie Montaque Heather Riner

Transcription

1 Mini HR Training: Cmmn Issues Facilitatrs: Sharn Atkinsn Rsalie Mntaque Heather Riner

2 Husekeeping Items This WebEx is being recrded and the archive/presentatin will be distributed fllwing tday s meeting Yu will be muted upn entry, unmute if needed r chat yur questins D nt place yur call n hld Let us knw if yu have difficulty hearing r seeing the presentatin We will keep a Parking Lt fr items that require additinal research r discussin HR Mini Training 2

3 Agenda Address Lgic fr HRID Address Data Issues Other Cmmn Data Issues Questins Parking Lt Review Wrap-up HR Mini Training 3

4 Address Lgic fr HRID What addresses are included in the HRID? Hme Address is included in HRID Mailing Address is included in HRID N ther address types are included in the HRID HR Mini Training 4

5 Address Lgic fr HRID Address Updates Address lgic is max effective date. If yu Crrect Histry and update an existing address recrd, the HRID file will pick up the change and send it t Alight with the ld effective date but Alight will nt update their recrds accrdingly. The best practice is t add a new rw and enter the updated address with a new effective date. The HRID file will pick up the new date and will make the update t the address accrdingly. Fr example: An emplyee is hired 01/01/2000 and their address changes as f 11/01/2018. Be sure t insert a new rw t enter the new address using a new effective date rather than using Crrect Histry t update the existing rw. If this update is made via Crrect Histry, Alight will never update t reflect the new address. HR Mini Training 5

6 Address Data Issues Hme Address A Hme address shuld be entered fr all emplyees This is the first address that is picked up n the HRID file HR Mini Training 6

7 Address Data Issues Hme Address There shuld be a rw fr Hme Address that matches the effective date f Persnal Data - If the effective date f the Hme Address is after the effective date f Persnal Data, this will cause errrs with Alight HR Mini Training 7

8 Address Data Issues Rehires Fr rehired emplyees, a new effective dated rw shuld be inserted fr the Hme Address that crrelates t the same effective date as the rehire date in Jb Data This is especially imprtant if the riginal address effective date is prir t cnversin HR Mini Training 8

9 Benefits/Alight Impacts The fllwing data fields are sent t Alight r have impacts n benefits and/r Alight First Name <= 20 Characters sent t Alight SSN Birthdate Gender Defaults t Male if left blank Address Type, Address, ST & Zip HR Mini Training 9

10 Benefits/Alight Impacts The fllwing data fields are sent t Alight r have impacts n benefits and/r Alight (Cnt d) Citizenship Data Organizatinal Relatinship Benefited emplyee data shuld be entered n an Emplyment Instance If entered n USG Affiliate r Nn-Paid Affiliate recrd, the infrmatin will nt flw t Alight Actin Reasn Cdes Certain cdes are prcessed differently in Alight (UPB, Rehire, Term, etc.) HR Mini Training 10

11 Benefits/Alight Impacts The fllwing data fields are sent t Alight r have impacts n benefits and/r Alight (Cnt d) Primary Jb Indicatr Secndary jbs are nt sent t Alight Jb Cdes (GRA & REH RET) GRA 907 Rehired Retiree Z subcat Reg/Temp Status Must be Regular fr benefited emplyees HR Mini Training 11

12 Benefits/Alight Impacts The fllwing data fields are sent t Alight r have impacts n benefits and/r Alight (Cnt d) Standard Hurs / Cmbined FTE Standard Hurs must be >=30 fr full benefits Full/Part Time Must be Full-time fr benefited emplyee Annual Benefits Base Rate (ABBR) ABBR is needed fr benefit premiums that are based n salary Benefits Prgram Shuld be USG Effective date shuld align with the jb effective date HR Mini Training 12

13 Benefits/Alight Impacts The fllwing data fields are sent t Alight r have impacts n benefits and/r Alight (Cnt d) Ret-Rehire Flag Prevents Retirees frm flwing t Alight fr active benefits Changes shuld nt be made in Crrectin Mde Cntact SSC fr assistance with making changes HR Mini Training 13

14 Inter-Institutinal Transfers Reminders Tax panels will default t single, 0 allwances Be sure t have the emplyee cmplete new tax frms Update the tax panels in OneUSG Cnnect Transfer PAR specifically fr transfers has been created We ve been receiving institutin specific PARs and cpies f MSS transactins The PAR designated fr transfers is required Direct Depsit infrmatin fllws emplyee Recmmended best practice is t have the emplyee cmplete a new Direct Depsit frm at the new institutin HR Mini Training 14

15 Retr Hires/Terminatins Reminders Maintain Time Reprter Data Panel Fr Retr hires, aut prcess des nt run t activate/inactivate the Maintain Time Reprter Data panel s manual entry will be required The panel shuld nt be inactivated until after the last paycheck has been prcessed Yu shuld always check t ensure this panel is crrect after every change in Psitin Management r Jb Data Absence Management If entering a retr hire, the Absence Management field shuld be manually updated t shw Absence Management HR Mini Training 15

16 OneUSG Cnnect HR Tips Name Changes Yu shuld always add a rw fr name changes - Infrmatin des nt flw t Alight unless it is new infrmatin - Crrectin mde changes are nt picked up Dummy SSNs Shuld nly be created fr internatinal emplyees wh d nt currently have a SSN Shuld NOT be used fr emplyees wh already have SSNs SSN that cnsists f all X s shuld nt be used Directly impacts Quarterly Tax Reprting All Affiliate psitins (USG and Nn-Paid) shuld be set t 0 FTE and DO NOT Add t Grss. HR Mini Training 16

17 Primary Jb Indicatr Recrds withut Primary Jbs All emplyees shuld have a primary jb indicatr Negatively impacts reprting, security, Alight and sme HCM cnversin activities SSC is submitting tickets t institutins with instructins fr making the necessary updates Multiple recrds with the primary jb indicatr All emplyees shuld have nly ne primary jb indicatr Negatively impacts reprting, security, Alight and sme HCM cnversin activities HR Mini Training 17

18 Questins

19 Review Parking Lt

20 Wrap Up