[IDHR] HCM Weekly Newsletter #5

Fri Sep 8 10:36:06 MDT 2023

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Luma Human Capital Management (HCM) Weekly Newsletter
Requests for Action
Generalists - Process the termination action in the system during the pay period it takes place in. Processing these actions late causes issues with both the system as well as negatively impacts the employee separating.  View the Manage Employee Separation (Initiate a Termination) QRG here.

Payroll admins - During a holiday week, when an employee works and has holiday overtime, the payroll calculation sometimes ends up not paying the employee for a 40-hour work week. Agency payroll admins: Be sure to examine that employees who worked 40 hours have hours coded correctly.

Guidance for coding accrued hours worked on the Holiday:

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.

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.

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:
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In this case, the Summary would show that only 38 hours are paid and 12 hours are accrued, so 2 hours of CPT would need to be coded to ensure the employee is Paid for 40 hours.
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Reminders of Best Practices

Quick Reference Guides - access them through the Knowledge base only.  Don't save them to your computer, as they are getting updated on a regular basis.
Tips and Tricks

Have you found a useful tip or trick in the Luma system? If so, email DHRsupport at dhr.idaho.gov<mailto:DHRsupport at dhr.idaho.gov> and we'll review it for inclusion in the HCM Weekly!
Updates on Open Issues

Test Environment Sending Emails

We have had emails sent from our test environments in the past couple of weeks and have since worked to stop these emails from being sent.

Defaulting Rules

Some of our defaulting rules are not working as intended and we are currently researching the issue. Examples of defaulting rules are where attributes from the job default to the position and work assignment or attributes from the position default to the work assignment. An example of one of the known issues is when a reclass is done on a position the pay grade is not updated. Please email dhrsupport at dhr.idaho.gov<mailto:dhrsupport at dhr.idaho.gov> if you identify information that is not updating with actions such as request position update.
Updates/Changes

  *   Failure to complete promotional probation reason for transfer actions was added

  *   Deleted/canceled off-boarding programs (exit checklists and exit interviews) from when data was loaded into Luma for go-live

  *   The comments on the Time Record Approval action are now working. Governor's Office agencies processing retro payments, the comments must include the calculation for the retro and the applicable dates.  If more than 4 pay periods, the director letter must be sent to your DFM analyst.

New/Updated Materials:

We are continually updating Articles and User Guides in the Knowledge Base. You can find the latest updated materials here (you must be logged into Luma to access this link).

Here are a few highlights from the past week:

Updated QRGs:

Rehire an Employee (TA) <https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=be29a530b8&e=b79f7ae385>

New QRGs:

Transfer an Employee (TA)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=57ee21ed29&e=b79f7ae385>
Promote an Employee (TA)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=ebd5611dd0&e=b79f7ae385>
Upcoming Events

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

9/13, 2 PM MST: Resignations and Terminations

Click here to join the meeting <https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=f38d1d50ed&e=b79f7ae385>
Meeting ID: 285 611 863 280
Passcode: bBCdvx

9/20, 2 PM MST: Performance and Goals Refresh

Click here to join the meeting <https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=64ef32aa7a&e=b79f7ae385>
Meeting ID: 215 047 058 281
Passcode: hNjVWY

9/27: Topic To Be Announced
System Improvements

Luma undergoes system improvements (also known as Customer Updates or "CU"), in the third week of each month with more significant improvements delivered in October and April. Stay tuned for upcoming improvements!
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