HRMS/Legacy System Reporting

This project contains the following CRM case(s);

Retirement Administrative Legacy Uses:

The retirement team accesses Legacy HRMS daily and Legacy Data Warehouse occasionally.

1. Public Safety Personnel Retirement System of Record Unlike other plans we administer, PSPRS considers our system the primary for employment LG Employee Profile, salary LG Employee Payroll Expenditure and retirement contribution data LG Employee Payroll Deduction HR. We use Legacy HRMS to acquire job-related information used in completing PSPRS retirement application forms, legacy data warehouse to obtain data to calculate pension amounts for new retirees. We have a mandatory 20-year retention for salary/contribution data. Once retired, PSPRS administers the pension payments. Other tables that can be used: LG Employee Balance GTN, LG Employee Balance Dollars,
2. Acquire Employment Termination Dates Used for retirement distribution requests that are received from former employees. It is possible for these to date back more than a decade. LG Employee Separation HR 3. Salary and Contribution Verification for ASRS and ORP Plans The retirement team needs access to this information for a variety of reasons: (1) Contributions Not Withheld claims that can extend back to 15 years per statute - this is the process of verifying or refuting ASU’s obligation to pay back contributions + interest for prior employment periods where no contribution took place LG Employee Balance GTN and LG Employee Payroll Deduction HR (2) claims of inaccurate service credits/salary LG Employee Profile and LG Employee Payroll Expenditure (3) federal compliance reporting on salary and contribution maximums (4) disputes about eligibility/enrollments where legal counsel is involved LG Employee Profile and LG Employee Payroll Expenditure (5) pre-tax contributions for IRS 15-year catch-up inquiries LG Employee Payroll Deduction HR (5) prior completed ASRS service purchase payroll deduction agreements (6) verifications of prior salary/contributions for employees on leave of absence wishing to purchase time, or have time purchased on their behalf if falls under USERRA. LG Employee Payroll Deduction HR and LG Employee Profile
3. Job/Position/Vesting Data The retirement team needs access to this information for a variety of reasons: (1) Employment Date (Benefits Service Date for retirement eligibility – PS is highly inaccurate with this) LG Employee Profile (2) verifications for SSA and Medicare (3) Data which did not convert due to the decisions made at go live to limit conversion due to cost/space limitations ???(4) verification of past retirements that are not in PS for employees eligible to return to work under statute and not be required to participate in a retirement plan LG Employee Profile (5) Job Data for eligibility audits LG Employee Profile (6) historic vest date verifications for distributions and when employee disputes LG Employee Profile (7) Inquiries from Tri-U on past employees who are now working for other university/ABOR.

LG Employee Profile Benefits, Leaves and Disability Administrative Legacy Uses:

The retirement team accesses Legacy HRMS daily.

1. Employment Data The Disability team is responsible for maintaining historical disability files, premium waivers and retiree issued life insurance policies and regularly accesses legacy HRMS to retrieve necessary leave types LG Employee Leave Accrual, periods LG Employee Profile and employment data LG Employee Profile .
2. Payroll Data Must verify historic payroll information associated with leaves. In the absence of benefit enrollments in legacy, Benefits must use payroll deductions to verify past benefit plan enrollments. Also, uses prior payroll data in the audit of pay while on certain types of leaves (PTL, Compassionate, etc.) LG Employee Profile and LG Employee Payroll Expenditures
3. Leave Accrual Verify Leave accrual dates and audit sick/vacation accrual balances when employee inquiries are received. LG Employee Leave Accrual and LG Employee Leave Balances
4. FMLA Administration Verify prior employment claims for determining FMLA and long-term disability eligibility

Data Management

1. Utilizes HRMS to verify how data was brought over from the legacy system when we receive an inquiry from a department (salary, job title, position effective date, earnings type) LG EMPLOYEE PROFILE
2. Utilizes HRMS to view job titles and position numbers LG JOB CLASS and LG POSITION
3. They also utilize Legacy Data Warehouse to query on different types of data (salary increases, types of increases, etc) LG EMPLOYEE PERFORMANCE
4. Benefits • Utilizes HRMS to lookup historical data
5. Verify vacation and sick hours were brought over accurately LG EMPLOYEE LEAVE ACCRUAL BALANCES
6. Verify original hire date and employment dates LG EMPLOYEE PROFILE
7. Review of history tables to name changes, job changes, terminations, rehires, benefits eligible jobs vs. non benefits eligible jobs. LG EMPLOYEE PROFILE, LG EMPLOYEE SEPARATION HR, LG EMPLOYEE JOB ASSIGNMENTS and LG EMPLOYEE ACCOUNT DISTRIBUTION
8. Review of paycheck deductions LG EMPLOYEE PAYROLL DEDUCTIONS HR • Review of historical rates LG EMPLOYEE JOB ASSIGNMENTS and LG EMPLOYEE ACCOUNT DISTRIBUTION
9. Review of benefits plans employees were enrolled in and balances LG EMPLOYEE PAYROLL DEDUCTIONS HR and LG EMPLOYEE BALANCE GTN/DOLLARS
10. Our team is reviewing data in HRMS on behalf of the departments, the employee, other state agencies and the general public. Our request to look at historical data has grown especially since the shift in the economy and our RIF process.