[IDHR] HCM Weekly Communication #20

Fri Jan 5 17:36:04 MST 2024

Audience: All-DHR/HR, payroll, and fiscal
Action: Review and communicate with staff as necessary

Happy Friday,

Below is this week's version of the Luma HCM Weekly Communication. Topics for this week include:

  *   Electronic W-2
  *   Former employees accessing paystubs
  *   Report building in IBIS
  *   Lateral transfers
  *   MLA forms are due Wednesday (1/10)
  *   Link to submit Luma trainings requests
  *   Job posting images are working
  *   Test environment email reminder
  *   System change involving PERSI
  *   Online paystubs for 2023
  *   WFM view balance history
  *   Life Event personalization of fields
  *   Termination action for required fields
  *   TA hire action for required fields
  *   Change relationship to org action for required fields
  *   Dates and service
  *   January DHR Micro-Learning
View this email in your browser<https://mailchi.mp/6af004b51961/luma-human-capital-management-hcm-weekly-newsletter-12721617?e=b79f7ae385>
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Luma Human Capital Management (HCM) Weekly Newsletter
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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:

W2 electronic copy sign-up for current and former employees - Skip the traditional mail and learn how to authorize electric delivery and view of your W2 and/or 1095-c tax forms. This quick, self-paced training was assigned to state employees the week of December 18th in Luma Learning and Development. Luma User Guides - Accessing Your W-2 -Training Video (servicenowservices.com)<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=eb9635811d&e=b79f7ae385>

How Former Employees access SCO Enterprise Dashboard for access to Paystubs and W-2/Tax forms - https://idahosco.servicenowservices.com/sp?id=kb_article&table=kb_knowledge&sysparm_article=KB0013564<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=b2802cb84a&e=b79f7ae385>
SCO has a team that is taking the commonly used data from EIS and building reports in IBIS. Ashley has been working with DHR to identify the screens used and Liz from SCO is working with the elected agencies.
The lateral transfer offer letter is now in the system and can be used.
Reminder that MLA (Multilevel Approval) Forms are due Wednesday, January 10th at 3:00MST. Employees and Managers will be locked out on Tuesday, January 9th at noon MST. Kindly ensure that all timesheets are complete and authorized by the MLA deadline.
Use the following link submit Luma training inquiries and requests including but not limited to, training questions, training course requests, training materials and content development, training registration and enrollment questions, and Luma training feedback and suggestions: https://idahosco.servicenowservices.com/sp?id=sc_cat_item&sys_id=cfc04f951b967990a05a63dbe54bcb67<https://idaho.us18.list-manage.com/track/click?u=e687cba6122d8cf5adfe5dd4f&id=39d6d5ccc8&e=b79f7ae385>
Updates on Open Issues
Job posting images are now working! You can add your image into your existing postings, hit save, click the ellipses and refresh for external postings. Allow up to 30 minutes for it to be reflected on the career site.
If anyone receives emails from TST or other test environments, please email DHR Support. Employees should not be receiving emails from test environments but we did enable them in TST for testing so we want to ensure they are not making it out to employees.
A change is going into the system within the next week to run nightly the job that will update the PERSI deduction amounts when someone changes from one plan to another (i.e. regular to police). A couple employees did not pay the correct rate when they switched PERSI plans and SCO is working with the agencies to get the adjustments processed.
Issues with Online Paystubs for 2023

The short answer:

We tried to combine the legacy benefit deductions with the Luma benefit deductions on the paystub file creation, but it didn't work for everyone causing some people to not be able to see their deductions. We had to uncouple the two and only report the Luma benefit deductions on the paystubs.

Other deductions like taxes and parking are still calendar year to date.
This will fix itself for the next calendar year and it does not affect W-2s or payroll history - only the paystubs.

The long answer:

  1.  In Luma, there are five deduction "types" - Benefit, Loan, Other, Garnishment, and Tax.
  2.  When we converted information from the old system to the new system, we had to create some deductions with an X at the end and make them deduction type "Other." We had to do that because Infor doesn't allow history to be loaded for "Benefit" type deductions. You can see the X deductions on this deduction history screenshot:
  3.  All of the deductions, both the actual benefit deduction and the X deductions had the same descriptions. For instance, all dental deductions had the description "Dental." This caused a problem for some employees who have a higher deduction number (like post tax) because the system was picking up the first deduction with that description, which in some cases was the X deduction code. The X deduction codes are excluded from the paystubs so nothing was showing up for those employees.
  4.  To fix that problem, the descriptions on the X codes were updated to be unique, which fixed the problem for employees who weren't seeing their benefit deductions; however, it means a change on the year-to-date numbers.
  5.  Form 7/7 through 10/27, the benefit type deductions will be year-to-date to date.
  6.  Beginning 11/9, all benefit-type deductions will be Luma to date. Other deductions, like taxes and parking, will still be calendar year to date.
  7.  This will only affect this calendar year because it is half and half with legacy and luma.
  8.  You can add the benefit deductions on your 6/23/2023 paystub to the benefit deductions on the last 2023 luma paystub to get your year-to-date totals OR your payroll administrator may run a report in GHR by going to Reports > Deduction History
Tips and Tricks
WFM View Balance History Link - In order to see previous year's balances, you will need to change the date parameters as it defaults to 1/1/2024 as the start date of the current calendar year.
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Good News & Progress

As promised in our last benefits session, attached is a list of fields that can be personalized to your Life Events views to help you monitor your employee's compliance with critical enrollment deadlines.

OGI is finding that many employees, particularly New Hires, are filling in the application but they are not following the last two steps to click "Submit" in the final page and then check the signature box on the Acknowledgement page that pops up. If these two things do not happen, the application will not be considered submitted since that signature piece is critical to OGI's ability to process the application.

OGI is going to institute a practice each Monday, or first day of the business week, to email all New Hire employees with a deadline in the following 5 - 7 days about completing their Life Event. Since this is a generic email, we will not be including every HR office. However, this would also be something HR could be doing periodically as you help employees monitor their Life Events. Unless there is clearly documented evidence that the employee was unable to access Luma and their event at all during their enrollment period, we are unable to provide extensions on New Hire events.

A few other Life Event notes:

For most Life Events, the event cannot be entered into Luma more than 15 days prior to the event date. For instance, with Loss of Other Coverage when their prior plan ends 12/31/2023, the event can be entered as early as 12/16 and up to 30-days after the event. The date of the event in this case should be 12/31/2023 since that is when the employee is actually losing their other plan coverage.
For Gain of Other Coverage, the event date should be the day they want their State plan to end. For instance, their spouse now has them covered under their employer's plan as of 2/1/2024. The event date for the Luma Life Event should be 1/31/2023 because they want the state plan to stop on that date and coverage will end that date.

Every single Life Event is reviewed by OGI and the employee will receive an email from OGI confirming certain details before the event is sent on to the carrier. We've seen some employees trying to get creative with the Life Events when they have passed the actual timeframe for the event they experienced. We do check these and they will be rejected if they do not pass muster.
Very few life events allow employees to change their plan type (e.g., PPO to Traditional, or Traditional to HDHP, etc). We will always confirm with the employee if they do try to change plans to ensure they comply with our Life Event rules
Updated Materials

  1.  Termination action for required fields, missing fields, etc. will be updated in PROD within the next week. We are working on updating the QRG and required fields document.

  1.  TA Hire action for required fields, missing fields, etc. will be updated in PROD within the next week. We are working on updating the QRG and required fields document.

  1.  Change relationship to org action for required fields, missing fields, etc. will be updated in PROD within the next week. We are working on updating the QRG.

  1.  Dates and service #3 and #4 were updated to have military start date and military end date. We still have the ticket to add the fields to the change relationship to org. We are working on updating the QRG.
Upcoming Events

January DHR Micro-Learning

TOPIC: Creating New Positions, One-Time Deduction Adjustments in Luma, and WFM Timesheet Approvals and Reports
DATE: January 10, 2024
TIME: 2:00 - 3:00 PM MT
ENROLLMENT: DHR employees may enroll themselves using the Activity ID: DHR_000042 DHR Monthly Micro-Learnings. Non-DHR employees should email dhr.training at dhr.idaho.gov<mailto:dhr.training at dhr.idaho.gov> with the date/topic to be enrolled.
Prior 6-Month Comp balances will be processed on the January 19, 2024 pay date.
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