[IDHR] HCM Weekly Newsletter # 13

Fri Nov 3 16:17:19 MDT 2023

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Luma Human Capital Management (HCM) Weekly Newsletter
Requests for Action

We want to hear from you! Please take a few minutes to complete and share the Luma Training Statewide Survey with your agency colleagues. Feedback will be used to schedule training, update and create materials, and ultimately support you on the job. The survey will close on Tuesday, November 7th.
[Take the Survey Here!]<https://stateofidaho.qualtrics.com/jfe/form/SV_3VIjoA1pcMU1T6e>
If you notice the manager structure is not correct, verify the description and active status fields are synchronized to the manager box is checked on the position. If it is not checked and the position has a manager number, submit a request for position update action and check the box. If it is checked, email DHR Support (dhrsupport at dhr.idaho.gov<mailto:dhrsupport at dhr.idaho.gov>) to look into the syncing issue.
Requesting an off-cycle payroll adjustments should go directly to SCO.
Please follow the steps in the 'Request an Off-Cycle Payroll Adjustment' QRG<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=7414c3df25&e=e9c58d13d9> to submit an off-cycle request.
Spread the Word

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:

Payroll Admins: Take note of the following timesheet and MLA due date changes because of the upcoming holidays:

  *   Timesheet for Managers and Employees due date and time (Biweekly only):
Tuesday,10/31 by Noon (MST)
Tuesday,11/14 by Noon (MST)

  *   MLA submission for Agency Payroll due date and time (Biweekly only):
Wednesday,11/01 by 3 PM (MST)
Wednesday,11/15 by 3 PM (MST)

  *   Service Now incident request from Agency Payroll due date and time (Off-cycle only):
Wednesday,11/08 by 3 PM (MST)
Wednesday,11/22 by 3 PM (MST)
Wednesday,12/20 by 3 PM (MST)

Inform your employees and managers to submit and approve timesheets before the altered deadlines. This adjustment will help us maintain an efficient payroll process and ensure that everyone receives their compensation correctly.

Recruiters: When a state agency hires an employee who also has a work assignment at a university, they should mark their agency's work assignment as primary to avoid benefit issues. This is only when there is dual employment. If they transfer from a university, their state agency work assignment should change to primary when the university work assignment is inactivated.
HR Generalists: When an FLSA change action (promotion, transfer, update work assignment, etc.) is entered prior to the effective date, WFM typically updates the leave accrual policy on the effective date. If the action processes after the effective date, it uses the process date as the date the accrual policy is updated. If you need to look at when an accrual policy went into effect, go into WFM>Maintenance>Employee>Employee>Enter the employee's ID and click Find>Edit>Employee Accrual Policies and you will look at the start and end dates of each policy. If you notice an accrual policy date is not accurate, submit an SCO SNOW ticket.
All: The only XM questions that should go to the DHR support email are if you are having manager structure issues. All other XM questions should be submitted to SCO. If you have someone let you know that they cannot approve their employee's reimbursement or timesheet, you probably have a position/manager that needs to be updated, or the manager structure is out of sync with positions.
Updates on Open Issues
Managers: If you submit a review and it disappears, reference "My Staff", select the employee in question, and reference the right-hand corner note that will indicate where it is located.
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HR Generalists: When there are dual work assignments in WFM, the employee can accrue leave on both of them. The max comp and vacation accruals in WFM are per work assignment and not the combination of the work assignments. HR needs to be aware that the policy regarding max comp and vacation accruals has not changed and it is still the combination of all work assignments. DHR and SCO are looking into fixes for this issue.
New/Updated Materials

We have updated 20+ Occupational Health & Safety QRGs<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=63ac9d392b&e=e9c58d13d9>! These QRGs also provide the role that should be used to perform the specific action in Luma.
Tips and Tricks
Need to view the status of your support ticket?
Access the Statewide Home Page<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=01f6a9b8ad&e=e9c58d13d9> from Luma to see the status of your ticket and any comments or notes that have been added
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Good News/Progress

You can find CSS hours and other leave balances in WFM. We are working on adding them to Cognos. There are two ways to view them:

  1.  Click view balance history on the WFM home screen>enter the employee ID>Go
  2.  Go to the employee's timesheet>Click on the date hyperlink>select balances in the view. Note: The balances are updated based on the date you select on the timesheet.
Upcoming Events

Please join us for the following upcoming Luma Micro-Learning!

Benefits Micro-Learning, 11/8 at 2:00 PM

Join Zoom Meeting Here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=156cb52c28&e=e9c58d13d9>
<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=9dfdd84387&e=e9c58d13d9>
Meeting ID: 817 5102 2826
Passcode: 171668
Dial by your location
+1253 205 0468<tel:+12532050468> US
+1253 215 8782<tel:+12532158782> US (Tacoma)
+1346 248 7799<tel:+13462487799> US (Houston)
Join the Conversation

We value your input - thank you to those who responded to our survey last week! It is still open, so please help us improve this HCM Weekly by sharing your thoughts here<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=5c065a96db&e=e9c58d13d9>!
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