ctcLink Reference CenterRemediation HCMEmployment Security (ESD) Listen & Learn 8/1/17

Employment Security (ESD) Listen & Learn 8/1/17

Meeting Info:  Employment Security (ESD) Listen & Learn session

Meeting Date:  8/1/17

Meeting Facilitator(s):  Brian Lanier

WebEx Link:  Due to the personal information available within this Listen & Learn remediation session, the recording is being hosted in the Community of Practice Canvas course.  This is in keeping with our FERPA commitment.  All SSN/Bank Data are redacted.  Please contact Jo Munroe for viewing access.

Key HCM Module

Payroll

Remediation Ticket Information

N/A

Meeting Notes

Topic: Employment Security Listen and Learn, WAC 192.310

Brian: Today we’re using this session to talk about ESD, Employment Security.  Since we’ve received a lot of tickets.  So today we want to talk about requirements and what it should do.  Can Spokane start?

Melody: Just this last week we discovered that reported hours for PTF was coming from the PSHUP file sent over for pay.  You’re supposed to report % of load, not the class time.  So % of load can vary.  It was taking the hours on the contract.  So this can under-report hours for PTF.

Brian: Is the 35 hour reported hours for faculty/PTF a cap?

Melody: Yes.

Brian: We think we know what the system did for that employee.

Melody: I could be mistaken about the cap, I’m assuming 35 hours is a cap.  Since FTF works full time and is represented with 35 hours.

Brian: We have no cap in the CEMLI currently.  We hope AP is on so that she can provide feedback.

AP: Leeanne is the one who submitted an additional ticket for Tacoma, but yes there are problems with the reporting.  PTF is one of the problems, but there is also CSL and leave time getting reported which should not be happening.  Read out to Anne to ask about processing in Legacy and the hours for PTF are being under reported in comparison to Legacy.  It was a PTF getting denied for UI which is what started the ticket.  We’re very aware of the issue (since Jan 2016).

Melody: Also having issues with PTF getting denied UI.  They alerted the union who are now upset.  We were unaware unemployment was not posting correctly until last week.  As for summer 2015, we were talking with Ray, and part of the problem was the “fix” didn’t work with the requirements from ESD.  They only accept one file at a time.  So it overwrote the CTC Link report.  It has to be combined and then sent to ESD.  And then all the other reporting needs to be resent after that.

Brian: When we first saw a problem all we heard was the 2015 3rd quarter issue, and Anne from Legacy had thought it was already fixed.  We thought Tacoma was the only issue and that Spokane did not have an issue.  We have worked with Ray and we figured out how to combine the files.  We will resubmit 3rd quarter 2015.  The CEMLI needs to be evaluated before we resubmit the other quarters.

For instance, leave and CSL being excluded isn’t how Legacy processed, we need to clarify what needs to be excluded and what isn’t.

The other issue is contract units.  Contract Units are not being updated on Job Data for PTF, so cannot be pulled by the system and included in the calculation.

AP: Saw that the file is reporting regular work week + sick leave and vacation (adding it on top).  So it’s overestimating hours.  Leeanne has reached out to different people to find out what needs to be included or not, and she’s the one who has been in charge of this.  She would be the best source right now and is on vacation this week.  CR5200 is the old report that was used to determine some of this previously.

Brian: We’ll look into it on the CEMLI.  From what we understand, though, is that CSL is totally excluded.

Debbie: It’s CSL that the employee used.

AP: I’m looking at 5200 A.

Brian: We might look into recreating that.  Please do send it to us.

So the question comes back to Job Data.  It needs to look at units, which is on CTC Job Data.  But since PTF aren’t updated, there’s no units to look at.  If it has no units it takes staff months * parameter 1105.  We need to address that.

Also Spokane used to have monthly payments, it had a different parameter.  Now that they are semimonthly the parameter needs to change.  

If contract units is not there then it takes standard hours and divides by 140, but it should divide by 70.

Melody: Do standard hours come from the PSHUP?

Brian: Standard used to come from PS1105.  For PTF you used to put 140 because you payed them monthly.  Now it needs to be 70.

Melody: That sounds right.

Brian: So we know that issue.  But the other issue is that should we look at units or not?  If we look at units then we need to update Job Data?

Melody:  There’s no way we could update Job Data for PTF.  We don’t have the resources to update that each quarter.

Brian: We need that information.  Tacoma?

Mark: Yes, we agree.  We don’t have the resources to update Job Data.

Melody: I don’t know enough about the back end here from FWL.  There is some data we can get from FWL.  Can we just get that from the back end processing?

Brian: We need some time to sit down and think about this.  This was with ERP but we’ll try to bring this under remediation and address it quickly.

Debbie: Dollar figures to ESD is right on, but it isn’t considering stipend work (not looking at work not associated with hours).

Melody: I’m sure what’s coming over is contracted hours divided by equal payments, so less than 20 hours for a 2 week period is being reported for staff months for the pay.  Instead of 23 hours per week etc.

Brian: A lot of that is because of the dividing by 140 instead of 70.  It still won’t be accurate because the units aren’t there.

Melody: What about the hours on the PSHUP file?

Brian: Those are actuals, then dividing by 140 to come up with staff month for the pay period.  Because they were monthly when they came over.  Before when you were monthly it was right.  But since you’re semimonthly it needs to divide by 70.  It still isn’t going to be perfect because we don’t have contract units.  If we have contract units it would look at that.

Melody:  We’re ok if it isn’t units if it goes by %.  15 credits as 35 hours (full time employment for a week).

Brian: Yes we saw your calculations from the spreadsheet, which is how we found the 140 vs the 70.  Tacoma is already set at 60 for PTF, is that where you want to be?

AP: Where is the 60 from?

Brian: From your old legacy screen, you had a parameter of 60.  Is that the parameter you want?

AP: I’ll need to get back to you.

Brian: Lynn says it’s on screen 1000 parameter 1105 in legacy.  We just need to make sure you want 60.  It could be you want 70.

AP: I need to figure out where this came from and I’ll get back to you on that.

Melody: Our process… unless we are appealing or contesting unemployment then we don’t respond and we let them go with whatever they filed with and reported.  That’s one of the reasons why we weren’t aware until the PTF person came to talk to us.  We don’t have the staff time to reply to all unemployment.

Brian: There’s no report for you to look at, so there would have been nothing for you too look at.  We need to come up with a report.

Melody: We couldn’t catch a discrepancy because we weren’t appealing anything.

Brian: Spokane do you want the change from 140 to 70 first?

Melody: Yes.

Brian: We can get that changed, but we need to talk a little more about contract units and options for the CEMLI.

Melody: Question about when we’re meeting… it’s been pushed out and pushed out.  When do we need to book rooms?

Brian: Remediation is going into October.  We’ve heard.  We know that people are on vacations, and we’re open to cancellations and reschedules.

Melody: Up to or through October?

Brian: We’ll try to clarify.

Melody: We’ll just schedule through October.

Mark: This Thurs is confirm.  Are we meeting?

Brian: I’m leaving it up to you.  Would you like to come back to this on Tuesday instead?

Melody: Spokane would like to wait until Tuesday.

Nan: Is there any way you could bring that list of topics that the state board thinks meets remediation?

Melody: Like what you feel is outstanding or resolved.

Nan: A lot of things were deferred.  We want to know what is remaining.

Brian: Once we do can you tell us if you think something is missing.

 

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