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TO BEACON
Announcements for HR
March 13, 2009:
- For changes made via PO13 (i.e. shift eligibility,
shift rates, etc.) a retro time evaluation request
is required and should be sent to Tracy Martin
(tracy.martin@ncmail.net).
- For changes effective prior to 01/01/09, the
following applies:
- Submit a ticket to Best Shared Services
via e-mail with the following information:
- Subject line: "Retro Not Allowed Request"
(specify PA, OM or time issue)
- What changes are being requested and why
- The name and personnel number of each employee
involved
March 12, 2009:
- The Benefits team has created
2 new job aids and a Webinar. They are located
on the BEACON Help site.
- The OSC BEACON team has identified an
issue with the processing of holiday leave quota
records. The effect is that employees
may be able to record more hours of holiday leave
than they actually have in their holiday quota
bucket. We are currently working on a solution.
Until the OSC BEACON team can correct the processing
issue, please advise your managers and time
keepers to review employee holiday leave balances
prior to approving and/or entering these absence
types (9300). Since we are asking managers and
time keepers to keep a closer eye on employee
holiday leave balances, we want to remind them
how holiday leave processing works.
Thirty days prior to a holiday, employees should
notice that 8 hours have been added to their
holiday leave quota. If the employee reports
work time on the holiday, holiday leave hours
will be moved to holiday comp hours once the
next time evaluation is run. When this occurs,
the hours fall under the leave hierarchy and
will be depleted when the employee uses approved
leave (absence type 9000). If the employee does
not work on the holiday or does not take holiday
leave, after 30 days the holiday leave hours
will automatically be converted to holiday comp
hours and will be depleted when the employee
uses approved leave (absence type 9000).
Holiday leave examples:
Good Friday - April 10th
Holiday leave hours will be added to the quota
on March 11th.
If unused, the hours will be moved to holiday
comp on May 10th.
Memorial Day - May 25th
Holiday leave hours will be added to the quota
on April 25th.
If unused, the hours would normally be moved
to holiday comp on June 24th but payroll processing
will actually run time evaluation for that day
on June 18th.
Independence Day - July 4th
Holiday leave hours will be added to the quota
on June 4th.
If unused, the hours will be moved to holiday
comp on August 3rd.
Please remember that there will be some occasions
when unused holiday leave hours are converted
to holiday comp time sooner than the 30 days
that follow a holiday (see the Memorial Day
example above). Time keepers should note that
if an employee records holiday leave 30 days
after a holiday has occurred then time should
be entered as holiday comp (or the paper time
sheet should be sent back for correction and
manager re-approval). Time should not be entered
as holiday leave following this period because
the automatic conversion of holiday leave to
holiday comp would already have taken place.
Time administrators can check for employees
who may have already accrued a negative holiday
leave balance by running transaction PT_BAL00,
selecting variant /NEGHOLIDAY, and specifying
the employees whose records should be reviewed.
To correct the records of employees who may
already have a negative holiday balance, someone
with the authorized security role should change
the excess 9300 absence records to another absence
type.
Please contact BEST if you have any questions.
- As a part of evaluating the BEST Shared Services
Call Center metrics, it has been decided
to change the call center hours. The
new hours for the call center will be 8 a.m. until
5:30 p.m. Monday through Friday and will be
effective beginning April 1, 2009.
We have evaluated the number of calls that we
receive between 7 a.m. and 8 a.m. and between
5:30 p.m. and 7 p.m. each day, and feel that we
can better serve our customers by having our staff
here during the core hours of 8 a.m. to 5:30 p.m.
daily verses spreading them out to cover the longer
hours. We anticipate that this change will mean
shorter call wait times, plus it will allow us
to truly set up a tiered staffing approach. Additionally,
this change will allow us to be more flexible
with training opportunities for our staff, which
will in turn allow them to better serve you and
your staff and employees as we move forward.
March 9, 2009:
- We recognize there are some limitations in the
BEACON system with adverse weather processing.
However, some processes are working properly.
In order to assist you in dealing with adverse
weather tracking at this time, we've put together
a
job aid that should help. This document shows
how time sheets can be keyed or adjusted to ensure
accurate Adverse Weather Leave and make-up processing
in the system.
- Adverse weather cannot be made up in BEACON
at this time in all of the ways allowed by policy,
but there are some scenarios that will work correctly.
BEACON is analyzing the effort required to update
these system processes and prioritize the work
along with other change needs.
March 9, 2009:
First and foremost, thank you all for your hard
work in the BEACON system. When we first started
in April 2008, we had over four pages of Actions
to correct per payroll and now we are down to
less than half a page.
In the past two payrolls, we have seen a spike
in the following kinds of errors and want to alert
you to check certain infotypes to ensure that
they do not cause a payroll "kick out".
- Missing or incorrect dates on IT 210 Withholding
Info W4/W5 US. If a person enters an Action
and skips the IT0006 Addresses, SAP then knows
to skip the IT 210 Withholding Info W4/W5 US.
If a change is made to either the Federal or
State subtypes in IT 210, the dates must be
contiguous with no gaps between changes.
- Missing Bank Details: Employees arriving to
start work may not have provided their bank
draft information. As an automatic precaution,
when the IT 0009 Bank Details infotype pops
up, check off "C" for Check until
such time as you have the Bank Routing and Account
Information.
- Missing LOA Actions. PTFMLA is only a recording
tool. It is not the same thing as an Action
and therefore it is not the official record
of the event so if people are using PTFMLA,
they should first ensure that there is an Action
in SAP for that LOA event.
- If the person is exhausting leave and in pay
status, an LOA Action should be entered into
BEACON and the HR staff should be exhausting
leave via Infotype 2001. The old way of waiting
until a person has exhausted leave before putting
them out on an LOA is incorrect.
- We need to clear up the confusion regarding
putting notes in SAP. Many of you take time
to put detailed notes in the Workflow but somehow
do not transfer those same notes to the individual
Action in a PA Action. As a result, when we
or BEST has to research a problem and there
are no notes, it only slows up the process.
Many times, we do not contact field HR staff
if we can identify the situation because of
the notes that are recorded.
- If you have questions about what are considered
good notes for PA Actions, please let us know.
We will be creating an updated Job Aid on this
issue but in the meantime, consult your colleagues
and central HR Classification Analysts.
- For OM Actions, BEST SS does not take your
notes and attach them to the position record
so you would need to go into Objects for Infotype
on the front of the record in PO13 and attach
or paste your notes. Unlike in PA, the Objects
for Infotype is viewable in all infotypes.
- The best practice is for the initiator to
go back and check over the entire record to
see that it is all correctly populated and verify
that notes have been attached.
- We know how much time you are all spending
in researching employee's pay when there is
an error. The best practice is to bring in someone
who knows Time and PA and walk through the record
together rather than try to solve it alone.
We have requested several times for an Advanced
Payroll Troubleshooting class and you will be
receiving further information shortly on the
workshop dates.
- Several of you have commented on getting PCR's
rejected; including ones that require a Freeze
Release.
- If a PCR is rejected by us, we should be either
contacting you via email, telephone, or attaching
a note back explaining why your PCR has been
rejected.
- For those PCR's that require a Freeze Release,
please wait until you have it approved before
you initiate the Action in Workflow. State in
your notes that you have an approved Freeze
Release.
If you have any suggestions on how we can continue
to improve our quality or if you have questions
about how to revise your current process, please
feel free to contact us. This system is new to
all of us and we all are learning something everyday-eleven
months after Go Live!
March 4, 2009:
- Clarification for TM300/TM310 from Don
Childrey:
A class was recently told by their instructor
that "audit requirements" mandated that
they account for 8 hours of time on a day if they
were scheduled to work 8 hours that day.
Please make sure all trainers know that the State
of NC has defined its overtime period to be 7
days (the 28 day period is an approved "exception").
We do not calculate overtime on a daily basis
(the State of California does, I'm told) therefore
there is no requirement, audit or otherwise, that
requires an employee to account for all "planned
hours" on any single day. As long as 40 hours
are accounted for in the 7 day overtime period,
the employee has met their obligation for reporting.
Understanding this is key to properly coding a
number of tricky situations, including adverse
weather, so we want to make sure that we are all
telling users the same thing.
March 1, 2009:
The Shared Services center will:
- Temporarily remove the payroll and time wall
for the employees noted in the e-mail
- Inform the agency what steps should be taken
to make the adjustments
Agencies that are on the monthly payroll cycles
will not be able to make changes prior January
1, 2009, and agencies on bi-weekly payroll will
not be able to make changes prior December 13,
2008, without submitting a ticket. The payroll
and time wall is needed to protect the integrity
of the 2008 tax data that has been reported to
the Internal Revenue Service.
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DHHS
Division of Human Resources
2001 Mail Service Center
Raleigh, NC 27699-2001
Phone: 919.733.2940
Dix Campus Map
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