Background

The purpose of this paper is to solve the issue of incorrect Reg/Temp and Standard Hours values for Hourly and Temporary job codes by recommending a one-time update to the Job Code table (JOBCODE_TBL). This update will eliminate the need to manually change fields in PeopleSoft, which will improve accuracy and data integrity.  

All job codes originate from the State Controller’s Office (SCO) to PeopleSoft CMS via a salary schedule load.  The values of Reg/Temp = Regular and Std Hours = 40.00 hours per week are defaulted to the Staging Table (not sent in the input file from the SCO).

The flow of information is indicated below:

The values in the salary schedule are loaded into the Job Code table as seen below:

Issue

In Position Data, when a position is created and a job code is selected, Reg/Temp and Standard Hours will inherit what has been set up in the Job Code table. The following issues arise:

• Incorrect Benefits Eligibility - Hourly job codes are indicated on the salary schedule in the Job Code Table with the compensation frequency of ‘H’.  According to the Patient Protection and Affordable Care Act (Tech Letter - HR/Benefits 2014-09), all standard hours have to be updated from the default of '40.00' to '.40'.  This will ensure hourly employees will not be eligible for benefits.

• Need for Manual Intervention - In order to properly reflect the correct value and adhere to the required rules, each time an hourly employee is hired the Regular/Temporary field has to be manually changed from ‘Regular’ to ‘Temporary’ and Standard Hours field changed from ’40.00’ to ‘0.40’ in PeopleSoft.

In the example below, Position Data inherited what flowed from the Job Code Table – Regular, with Standard Hours = 40.  This is incorrect, so manual intervention was needed to ensure compliance with the requirement of ACA. Only Job Data was updated manually with correct values. This will ensure the ACA eligibility is correct, but since Job Data does not flow back to Position Data, the two will be out of sync which generates warning messages and other issues.

Position Data	Job Data

For CHRS, it is not recommended to do any override of Reg/Temp and Standard Hours in Job that was illustrated above. Setting up the Job Code Table properly and allowing the Reg/Temp and Standard Hours to flow from the Job Code Table all the way through to Job as noted above ensures Job Data and Position Data are in sync with minimal effort.

Analysis

1. Unnecessary Warning Messages:

The message generated below is a normal occurrence when a record is changed from Regular to Temporary, and in the current environment users have a tendency to ignore the message. Other valuable messages that appear are inadvertently ignored and should be paid attention to. 

2. Avoid Errors:

• Employees that work 30 hours or more are eligible for benefits, if standard hours are not corrected. For example: If a person is a Special Consultant and the FTE is not corrected, the Special Consultant would have an FTE = 1.0 and appear to be eligible for benefits.

• Maximum allowable FTE of 1.25 could be exceeded (Recruiting impact)

Recommendations

The CHRS Standardization Team’s recommendation is to update the Job Code table. This will reduce errors and warnings, improve accuracy and data integrity.  No manual overrides will be required. 

This will be implemented during CHRS conversion for all campuses.

1. Updating Hourly Job Codes:

This pertains to all job codes that have a Comp Frequency = H

• Update Reg/Temp = T (Temporary)

• Update Standard Hours 0.4

2. Updating Temporary Job Codes:

This pertains to all job codes that have been determined to be temporary with a Comp Frequency = M

• Update Reg/Temp = T (Temporary)

Considerations

The criteria for ‘Temporary’ job codes require ALL of the following:

• Must use one of the following transactions in PIMS: A52, A54, A56, A58

• Must always have an end date

• Probation code always = ‘None’

The criteria for ‘Hourly’ job codes require ALL of the following:

• Comp Frequency always = ‘H’

• Standard hours always = .40

Cross-Functional Impacts (Positive / Negative)

• Benefits Administration: Eliminates potential for inaccuracies in benefits eligibility
• Labor Cost Distribution: N/A
• Workforce Administration: Improves data consistency and will help keep Position Data and Job Data in sync 
• Time & Labor: N/A
• Absence Management: N/A
• Temp Faculty: Provides consistency for reporting across and within campuses
• Recruiting (PageUp): Will reduce the number of inaccurate 1.25 FTE errors 

CHANGE IMPACT

To be filled out by BSA (from Change Impact Tracking log):

The following items will be answered / addressed by Change Management:

1. Areas of potential change resistance to proposed HR process / policy changes?

   No impact to policy.  Processing will be favorably impacted due to reduction in non-relevant warnings and errors.

2. Potential resource needs in order to plan, engage, prepare, and/or deploy the change?

   This is planned to be incorporated into CHRS design, no significant resource needs except to ensure the updated table replaces the current table.

3. Associated costs relative to the scope of the change to requirements requested?

   None.

4. Training needs or if a straightforward change?

   This is a straightforward change.

5. Implication on any other related process / functions?

   None.

6. Union impact?

   No reasonably foreseeable impacts within the scope of bargaining identified at the time of review.

REVISION CONTROL

Revision History

Review/Approval History

Appendix

Complete list* of Job Codes that are changing (these Job Codes use transactions A52, A54, A56, A58)

*as of 7/31/2019

Tech Letter: TL-BEN2014-09.pdf ‘Affordable Care Act Impact to the CSU'

End of Article