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<p class="MsoNormal">Happy Thursday, <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Below is this week’s version of the Luma HCM Weekly Communication. Topics for this week include:<o:p></o:p></p>
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<b>Feedback Survey<o:p></o:p></b></li><li class="MsoListParagraph" style="color:#0070C0;margin-left:0in;mso-list:l1 level1 lfo5">
<b>October Customer Update CU<o:p></o:p></b></li><li class="MsoListParagraph" style="color:#0070C0;margin-left:0in;mso-list:l1 level1 lfo5">
<b>Spread the Word – Information for your staff<o:p></o:p></b></li><li class="MsoListParagraph" style="color:#0070C0;margin-left:0in;mso-list:l1 level1 lfo5">
<b>Reminder of Best Practices – Coding Accrued Hours<o:p></o:p></b></li><li class="MsoListParagraph" style="color:#0070C0;margin-left:0in;mso-list:l1 level1 lfo5">
<b>Updates on Open Issues – Update to Termination Date Field<o:p></o:p></b></li><li class="MsoListParagraph" style="color:#0070C0;margin-left:0in;mso-list:l1 level1 lfo5">
<b>New and updated QRG’s<o:p></o:p></b></li><li class="MsoListParagraph" style="color:#0070C0;margin-left:0in;mso-list:l1 level1 lfo5">
<b>Good news and progress – Short Term Disability Claim tracker and Smart Search Function in Knowledge Base<o:p></o:p></b></li><li class="MsoListParagraph" style="color:#0070C0;margin-left:0in;mso-list:l1 level1 lfo5">
<b>Tips and tricks<o:p></o:p></b></li></ul>
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<p class="MsoNormal" align="center" style="text-align:center"><a href="https://mailchi.mp/665d86d4a63b/luma-human-capital-management-hcm-weekly-newsletter-12713021?e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">View
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:23.5pt;font-family:"Helvetica",sans-serif;color:black">Luma Human Capital Management (HCM) Weekly Newsletter<o:p></o:p></span></b></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">We value your input! If you have not already done so, please help us improve this HCM Weekly Newsletter by sharing your
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">October Customer Update (CU)</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Thank you for your patience and understanding during the recent October Luma Customer Update. We understand the potential inconveniences outages during the system
maintenance may cause and appreciate your continued support as we continue to improve Luma’s performance and capabilities.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">We have been made aware of the following changes following the October CU:<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">In some cases, rules previously established in Outlook before the CU have been reset, causing all emails to directly land in
the employee's inboxes. Kindly review and update your Outlook rules to implement any desired changes.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo1"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">If you had personalized reports set up before the CU and they are now malfunctioning, please revisit and update these reports.<o:p></o:p></span></li></ul>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Spread the Word</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">In this section of the newsletter, we ask our dedicated staff to take the lead in keeping agency colleagues well-informed and connected. Please convey the
following messages to impacted employees: </span></i><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo2"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">HR Generalists and L&D Administrators:</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"> As communicated
previously, effective October 30th, we will be transitioning to the Luma Learning & Development (L&D) module. A video highlighting access and navigation can be viewed
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f1eba96497&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">here</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">!<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo2"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Recruiters:</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"> The create a requisition, update
a requisition, and define offer approvals processes are changing in the system -
<b>they will no longer be automated</b>. All recruiters are highly encouraged to attend the upcoming Requisition and Define Offer Approval micro-learning session (two options offered – see details below). Please invite Hiring Managers or Leadership to the upcoming
microlearning if applicable.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo2"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Payroll Admins:</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"> Please utilize the
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=b9954949a6&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Biweekly Timesheet/Payroll Calendar</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">
to stay aware of changes to the on-cycle/off-cycle schedule given upcoming holidays. Additional correspondence is forthcoming that will detail dates pertinent to MLA and timesheet submissions.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo2"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">All HR and Payroll Employees:
</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Instructions/guidance on accessing W-2 for former employees</span><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#FB0505">
</span><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">prior to Luma and those separated after Luma can be viewed
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=84eb787150&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">here</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo2"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Please take 5 minutes and complete your “Danger Zone (Social Engineering)” online 2023 October Cybersecurity Awareness module
in L&D!</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif"> We are almost 50% complete statewide with just over 2 weeks remaining. If you did not receive the Cybersecurity training, please email
</span><a href="mailto:cybertraining@idaho.gov"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:blue">cybertraining@idaho.gov</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">.<o:p></o:p></span></li></ul>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Reminders of Best Practices</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Please access Quick Reference Guides (QRGs) through the Knowledge Base only. Do not save them to your computer as they are updated on a regular basis.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Do you work on a holiday? Please review the following guidance for coding accrued hours worked on a holiday:<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l0 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">For FLSA Exempt, code HOS Holiday Worked Accrued (1.0) - Hours worked on holiday by an employee with an ‘exempt’ FLSA code. HOS
hours will be accrued as compensatory time at 1.0 times the hours the employee worked on the holiday up to the maximum balance allowed of 240 hours. Hours worked on a holiday should be coded as HOS, not ACT. <o:p></o:p></span></li></ul>
<p class="MsoNormal" align="center" style="margin-left:.5in;text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">For our FLSA Covered, HOA Holiday Worked Accrued (1.5) - Hours worked on a holiday by an employee with a ‘covered’ FLSA code. HOA hours
will be accrued as compensatory time at 1.5 times the hours the employee worked on the holiday. Hours worked on a holiday should be coded as HOA, not ACT. <o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="margin-left:.5in;text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">If an employee works on a holiday and accrues that as compensatory time, please review the Summary sections on timesheets to ensure they
are Paid for 40 hours. Example:<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><img border="0" width="504" height="151" style="width:5.25in;height:1.575in" id="_x0000_i1029" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/a57d61c9-55df-7f70-5db5-a0d65281c93e.png"><o:p></o:p></p>
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<li class="MsoNormal" style="color:black;mso-list:l4 level1 lfo4"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">In this case the Summary would show that only 38 hours are paid and 12 hours are accrued, so 2 hours of CPT (Comp Time Taken)
would need to be coded to ensure the employee is <b>Paid </b>for 40 hours.<o:p></o:p></span></li></ul>
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<p class="MsoNormal" align="center" style="text-align:center"><img border="0" width="564" height="298" style="width:5.875in;height:3.1083in" id="_x0000_i1028" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/fdc0450c-dd4f-b794-ed21-ccaa990f31a4.png"><o:p></o:p></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Updates on Open Issues</span></b><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></b></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">The Termination Date Field has been added to the “at a glance” page.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><img border="0" width="399" height="266" style="width:4.1583in;height:2.775in" id="_x0000_i1027" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/67e77b74-8a2c-01a6-b7a4-53d1e906e3fb.png"><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">The interface from GHR to WFM has been fixed. If issues persist, please contact your HRO.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">New/Updated Materials</span></b><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></b></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Please review the following new and updated training materials:</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">New QRG:
</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f7f11be2f8&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Assign
Pre Boarding</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Updated QRGs:</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=dc9153ba5b&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Hire
an External Candidate (TA)</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2da0ccde63&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Promote
an Employee (TA)</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=67addb8f41&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Rehire
an Employee (TA)</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=2437b4eaec&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Transfer
an Employee (TA)</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f4c78175a0&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Add
Work Assignment (TA)</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=6a308a6a83&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Select
Pre-Hire Package</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Good News/Progress</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">DHR and OGI are working on a document to identify what needs to be done in Luma for short-term disability claims including
updating their work type and tier. <b>If you have someone who needs short-term disability</b> in the meantime, email
</span><a href="mailto:benefitsadmin@sco.idaho.gov"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">benefitsadmin@sco.idaho.gov</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> so they
can help you with the specific situation.<o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">New Feature Alert!</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> Smart-search
functionality has been added to the Knowledge Base for more accurate results. </span>
<a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=5de88996d9&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">Give it a try</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">!<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Tips and Tricks</span></b><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">When an issue is encountered in Luma, it can often be resolved by following these steps: Log out and close your browser;
clear your cache and cookies; open a new browser and log back in.<o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> Please review this
</span><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=c4cd34e6f3&e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">SCO troubleshooting document</span></a><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">
for additional helpful suggestions. <o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><i><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Have you found a useful tip or trick in the Luma system? If so, email
</span></i><a href="mailto:DHRsupport@dhr.idaho.gov?subject=null&body=null"><i><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#42A1DA">DHRsupport@dhr.idaho.gov</span></i></a><i><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">
and we’ll review it for inclusion in the HCM Weekly!</span></i><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=631912efca&e=b79f7ae385" target="_blank"><span style="color:blue;text-decoration:none"><img border="0" width="138" height="53" style="width:1.4333in;height:.55in" id="_x0000_i1025" src="https://cdn-images.mailchimp.com/monkey_rewards/intuit-mc-rewards-1.png" alt="Email Marketing Powered by Mailchimp"></span></a><o:p></o:p></p>
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