[IDHR] HCM Weekly Communication #21

[DHR Staff Contact List]

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
  *   Link to submit Luma training requests
  *   Inactivating work assignments
  *   SCO Payroll activated works assignments to update W2 info on 12/21
  *   Luma reports in GHR
  *   Prior 6-month Comp balances
  *   Customer Updates (CUs)

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Luma Human Capital Management (HCM) Weekly Newsletter
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=0b2fe86e08&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=feb9a4dde2&e=b79f7ae385>
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=795d849d48&e=b79f7ae385>
Updates on Open Issues
When GHR inactivates a work assignment, it creates payoffs. Whenever you are inactivating a work assignment, please check WFM to see if there are leave balances on the work assignment that is being inactivated. If there are, submit an SCO ticket with all the information. It could be that the payoff codes need changed from the z payoff code to a g code so the comp will be paid out, don't payout the leave balances and transfer them to the other WFM profile, only some are paid out, etc. SCO is still looking into this and updates will be provided as they have them.
Starting December 21, 2023, SCO Payroll had to activate work assignments to update W-2 information. Once all the updates are done around the end of January, SCO Payroll will inactivate the work assignments. Please keep an eye out for any potential issues because of the work assignments being activated and submit an SCO ticket if you see something wrong. You could have some of these employees show up on PERSI reports and the employees not paid reports. SCO is currently unable to send the list our to HR because it is by employee number and it doesn't have the agency number listed. SCO will be communicating with PERSI now that they know the PERSI reporting is a downstream effect of the work assignment being activated. Note: What is on your paystub is not what is on your W-2s. SCO is working on some paystub issues but the W-2 information is correct.
Good News & Progress

Luma reports in GHR - Reports are role-specific so if you don't see one it could be because of your permissions. Agencies have started to create reports. Please be sure to make the report private. If you have a report you would like to be made public, please email the DHR support email so we can work with SCO to ensure it should be used statewide.

Here are the current reports available to HR:


  *   Actor Roles: Used by HR to see what roles a user is assigned
  *   Agency Workflow Approvers: Used by HR to see approvers for their agency
  *   Donated Leave - Donated: Used by HR to validate the hours donated by an employee.  Employees can donate a maximum of eighty (80) hours accrued vacation and/or sick leave per fiscal year.
  *   Layoff Report: Used by HR to see who is on the Layoff list
  *   TEL Report: Report used by HR to validate teleworking hours based on the teleworking policy
  *   Vacant Positions: Used by HR to see vacant positions, does not include term pending
Upcoming Events
Prior 6-Month Comp balances will be processed on the January 19, 2024 pay date.
System Improvements

Customer Updates (CUs) are being moved to the third Saturday of each month. The next one starts Friday, January 19th starting at 10:01 pm. If you notice anything after a CU that is not working, please have your designee email the DHR support email.
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