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<p class="MsoNormal"><b><span style="color:red">Audience</span></b>: All-DHR/HR, payroll, and fiscal<o:p></o:p></p>
<p class="MsoNormal"><b><span style="color:red">Action:</span></b><span style="color:red">
</span>Review and communicate with staff as necessary<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Happy Monday, <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>
<p class="MsoNormal"><b><span style="color:#0070C0"><o:p> </o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraphCxSpFirst" style="margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo1">
<b><span style="color:#0070C0">Spread the Word – Employee Counts, Multiple Change Pay Rate Actions and Required Fields</span></b><o:p></o:p></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo1">
<b>Important Payroll and Timesheet Note – Last Bi-weekly Pay Rate of 2023<o:p></o:p></b></li><li class="MsoListParagraphCxSpMiddle" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo1">
<b>Updates on Open Issues – Manager and Position Issues<o:p></o:p></b></li><li class="MsoListParagraphCxSpLast" style="color:#0070C0;margin-bottom:0in;margin-left:0in;mso-add-space:auto;line-height:normal;mso-list:l0 level1 lfo1">
<b>Upcoming Event – Micro-Learning on December 13<sup>th</sup> <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/505f7dcd5838/luma-human-capital-management-hcm-weekly-newsletter-12719150?e=b79f7ae385"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">View
this email in your browser</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" style="text-align:justify"><img border="0" width="660" height="209" style="width:6.875in;height:2.177in" id="_x0000_i1027" src="https://mcusercontent.com/e687cba6122d8cf5adfe5dd4f/images/1b03b355-296b-7fa5-d8a2-424b8ce4ae88.png"><o:p></o:p></p>
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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"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Spread the Word</span></strong><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"><em><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></em><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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">HR Generalists and Agency Payroll -</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black"> The Department of Labor
has sent out some notifications to agencies that employee counts are not being received for the State. SCO is aware and working on getting the numbers in Cognos for DOL. Agencies do not need to do anything at this point.<o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">HR Generalists & Comp Specialists-Entering Multiple Change Pay Rate Actions -
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">The recommendation is to either:
<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l5 level1 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">not have two increases on the same date, OR<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l5 level1 lfo2"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">submit one pay increase, have it go through the full approval process, and then submit the second one after the first one has
been fully approved.<o:p></o:p></span></li></ul>
<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">The reason is the system takes a snapshot of the employee’s base pay that is already in effect (approved) on the date they’re choosing at the time of submission
so if two are entered on the same day, it is looking at the same base pay for both actions.<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">Currently, the process for CEC and merit/equity/other increases being submitted with the same effective date is:<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Submit the CEC increase and have it go through the full approval process<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-list:l3 level1 lfo3"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Submit the Merit/Equity/other increase and have it go through the full approval process"<o:p></o:p></span></li></ol>
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<p class="MsoNormal"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Generalists and Recruiters -
</span></strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Required fields and making the fields match for initiators and approvers are coming. The initial changes are being tested to ensure they are accurate. We anticipate
the updates going to production by the end of the year/beginning of January.<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">The 8-month temp field should be added to the TA actions as early as this Friday and as late as next Thursday.<o:p></o:p></span></p>
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<p class="MsoNormal"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">IMPORTANT Payroll and Timesheet Note: </span></strong><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"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">This is the last bi-weekly payroll of 2023. In previous years, we would be sending notices regarding corrective actions or submissions for the adjustment payroll.
Luma has made the process significantly easier and more efficient. Here are critical dates to keep in mind:<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">Time Sheet for Managers and Employees due date and time (Biweekly only):<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l2 level1 lfo4"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Wednesday 12/13 by Noon (MST)<o:p></o:p></span></li></ul>
<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">MLA submission for Agency Payroll due date and time (Biweekly only):<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l1 level1 lfo5"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Thursday 12/14 by 3 PM (MST)<o:p></o:p></span></li></ul>
<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">ServiceNow incident request from Agency Payroll due date and time (Offcycle only):<o:p></o:p></span></p>
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<li class="MsoNormal" style="color:black;mso-list:l4 level1 lfo6"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif">Wednesday 12/20 by 3 PM (MST)<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">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">We are still working to resolve the manager and position issues we have seen over the past couple of weeks.<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><strong><span style="font-size:15.0pt;font-family:"Helvetica",sans-serif;color:#476584">Upcoming Events</span></strong><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"><em><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Micro-Learnings are moving to a monthly cadence and will be held the 2nd Wednesday of every month at 2 PM.
</span></em><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"><strong><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:black">Upcoming Micro-Learning:
</span></strong><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">Join us Wednesday, December 13 at 2:00 PM MT for a Micro-Learning. Kristy Bobish-Thompson will facilitate a conversation and invite others to share helpful tips
and tricks to simplify common Luma actions.<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"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=496eceb324&e=b79f7ae385" target="_blank"><span style="font-size:12.0pt;font-family:"Helvetica",sans-serif;color:#07B6FC">https://us06web.zoom.us/j/8265532824</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"><a href="https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=944d290121&e=b79f7ae385" target="_blank"><span style="color:blue;text-decoration:none"><img border="0" width="137" height="53" style="width:1.427in;height:.552in" 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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