CCAS, Inc. August 2014

Transcription

1 HUMAN RESOURCES PAYROLL HRIS (HR INFORMATION SYSTEM) EMPLOYMENT EMPLOYMENT COMPLIANCE EMPLOYEE BENEFITS EMPLOYEE RELATIONS EMPLOYEE DEVELOPMENT RECRUITING AND HIRING CCAS, Inc. August 2014

2 Payroll HRIS + Payroll System Management Mary Moe, HRIS/Benefits Manager Manages the back-end administration of our HRIS/payroll software: PayCom. Her job requires expert knowledge of the PayCom system, payroll procedures and regulations governing payroll. PayCom is a SQL, Internet-native database HR Information System. CCAS changed to PayCom in 2009 and was one of its early larger nonprofit customers. Consequently, we have enjoyed several years of being able to influence their system s development including new features and capabilities. PayCom has never increased its original pricing to CCAS. We have added new PayCom services over the years (offered free or at reasonable rates) including COBRA administration, Document Management, Garnishment Administration, Time and Attendance Entry and Tracking, full PTO administration, benefits administration (including carrier feeds into Christian Brothers), and online benefits Employee Self-Service.

3 Payroll HRIS + Payroll System Management Mary Moe, HRIS/Benefits Manager (continued) Manages HRIS system (PayCom) to ensure: Proper setup and daily maintenance of all required, tables, permissions, user access, supervisor approval groups, etc. High data quality of 115+ data fields/employee Timely and accurate standard and special request reporting Timely and accurate responses to information and assistance requests System problem solving System improvement efforts User training documents, presentations, and scheduling Provide payroll software system, management, written programs, forms and training for: Payroll processing (bi-weekly and semi-monthly) Payroll reports Annual payroll

4 Payroll - HRIS

5 Payroll - HRIS

6 Payroll HRIS + payroll system management Mary Moe, HRIS/Benefits Manager (continued) FLSA and all other payroll related regulatory matters for federal, state, local and municipality compliance HSA and direct deposit banking administration Main contact for Payroll tax matters Receive bills, SUTA rates changes, notices, etc., redistribute as necessary Work towards resolving disputed payroll matters such as with collection agencies and state wage liens Oversees state employer account registrations and closures Payroll reports routine and special requests HRIS data quality monitoring and correction

7 Payroll State Employer Registrations + Payroll Processing Adriana Luna, Payroll Supervisor State tax filings and state employer account registrations and closures Maintains employer records and processes bi-weekly payroll for employees of: 1. CCAS, INC. 2. CATHOLIC WORLD MISSION, INC. 3. LCPS 4. PSS, INC. 5. INNOVATIVE MEDIA, INC. 6. QUEEN OF THE FAMILY RETREAT CENTER, INC. 7. MATER ECCLESIAE, INC. 8. HOMBRE NUEVO, INC. 9. MISSION NETWORK PROGRAMS, INC. 10. HOME & FAMILY, INC. (ATLANTA RC LOCALITY) 11. HELPING HANDS MEDICAL MISSIONS 12. LEGION OF CHRIST INCORPORATED

8 Human Resources HR Administration Adriana Luna, Payroll Supervisor (continued) Assists with position recruiting: Online job postings, bi-weekly Open Jobs flyer, candidate resume evaluations and initial phone interviews Assists with providing advice to centers about recruiting, selection and hiring policy and best practices Provides local candidate interviewing and interview training support Provides support to centers for complying with federal state and local EEOC and other discrimination/employment related laws and regulations Secures background check release forms and process background checks on all new employees Assists Mary with: Payroll reporting (actual) to CCAS accounting dept. (SAP) Payroll user training content development and training sessions HRIS data quality and corrections

9 Human Resources Chris McLaughlin Oversees all work of Mary Moe and Adriana Luna, and the HR related work of Rich Giannino and all Silo 1 and 2 employers. Assists K-12 schools with HR technical assistance on request. Direct HR support nationwide to all Legion affiliated employers. Provide counsel for federal state and local EEOC and all other discrimination/employment related laws and regulations Compliance with employment laws: routine compliance is the responsibility of the respective Legion employer; new regulations and questions are researched and answered by the HR staff (Chris, Mary and Adriana). Candidate recruiting, selection and hiring: Maintain New Employee Selection and Hiring Policy Provide hands-on job posting drafts, and candidate recruiting, interviewing, evaluation, selection, salary negotiation and orientation assistance locally when requested Research and provide other specialized selection tools, interview questions and candidate evaluation assistance Draft job postings Candidate interviewing Draft and approve all: Terms and conditions of employment Letters offering employment Employment agreements Non-budgeted hiring Personally approve all criminal background check results

10 Human Resources - Employment Chris McLaughlin Employment: Employment internal policies, best practices Employer obligations, legal responsibilities and government regulations Workplace control and security Survey, revise, draft and release updated Employee Handbook (bi-annually) Provide timely and accurate technical assistance to all inquiries and information requests Provide disciplinary, policy and practices investigation assistance Provide training in: Workplace employment liabilities, obligations Supervisor management and control responsibilities

11 Employment Compliance Major Federal Employment Laws (Individual state and local laws not listed) 1-14 EMPLOYEES Federal Insurance Contribution Act (FICA) (1935) National Labor Relations Act (NLRA) (1935) Fair Labor Standards Act (FLSA) (1938) Equal Pay Act (1963) Equal Employment Opportunity Act (EEOC) Consumer Credits Protection Act (1968) Occupational Safety & Health Act (OSHA) (1970) Handicap Employee Protection Executive Order (1973) Employee Retirement Income Security Act (ERISA) (1974) Uniform Guidelines of Employee Selection Procedures (1978) Tax Reform Act (1986) Immigration Reform & Control Act (IRCA) (1986) Employee Polygraph Protection Act (1988) Uniformed Services Employment & Re-employment Rights Act (1994) Health Insurance Portability and Accountability Act (HIPAA) Patient Protection and Affordability Care Act (PPACA) (2010) EMPLOYEES - ADD Fair Credit Reporting Act (FCRA) (1970) Pregnancy Discrimination Act (1978) Title I, Americans with Disabilities Act (1990) Title VII, Civil Rights Act (1964) (1991) Genetic Information Nondiscrimination Act (GINA) Fair and Accurate Credit Transactions Act (2003) EMPLOYEES - ADD Age Discrimination in Employment Act (ADEA) (1967) Consolidated Omnibus Budget Reconciliation Act (COBRA) (1985) MORE THAN 49 EMPLOYEES - ADD Family Medical Leave Act (FMLA) (1993) MORE THAN 99 EMPLOYEES - ADD Worker Adjustment & Retraining Notification Act (WARN) (1989) EEO-1 Report filed annually with EEOC

12 Employee Healthcare Benefits Chris McLaughlin Healthcare: Supervise all healthcare staff activities, benefits administration, problem resolutions, plan documents Negotiate all terms and costs of plan renewals: medical, Rx, dental, life, LTD, STD, AD&D Monitor government regulations and update TA/TD as needed Primary resource for complex technical problem resolution Mary Moe, HRIS/Benefits Manager Maintain positive vendor and provider relationships Periodic meetings with broker Monthly meetings with carriers Convey administrative updates, changes, etc. to management Manages annual renewal of FSA vendor contract and all FSA administration with Treasury Main information contact and problem resolution for healthcare renewals Establish and maintain census data for all centers; provide broker with census data as needed Stay involved with centers and respond to concerns and needs Schedule annual enrollment meetings

13 Employee Healthcare Benefits Mary Moe, HRIS/Benefits Manager (continued) Administer all healthcare employee benefits plans and programs to ensure prompt, high-quality service and support: Enrollment guidelines and resource documents Online enrollment system Shared premium, FSA and HSA payroll deduction banking arrangements/employee account transfers Legal/regulatory and qualifying event guidance Per-payroll period reporting Per-payroll period census and enrollment data transfers to carrier databases Per-payroll period billing transfers to Treasury Issue reconciliation Carriers (4) management Wellness for the Mission: Program design, promotion, administration and vendor (online software) management Participant activity points and rewards tracking and reporting Monthly Wellness Champion training sessions Annual Wellness onsite blood screenings

14 Employee Benefits Employee Self-Service

15 Employee Retirement Benefits Mary Moe, HRIS/Benefits Manager (continued) Administer CCAS Sponsored employee retirement benefits plan and all supporting activities to ensure prompt, high-quality service and support: Primary liaison between retirement benefits broker and management and employees. Enrollment guidelines and resource documents Enrollment practices Banking arrangements/employee account transfers/employee loans Legal and regulatory issues and qualifying event guidance Per-payroll period reporting Per-payroll period census data transfers to carrier data base Per-payroll period billing transfers to Treasury Issue reconciliation Vendor management and relations Provide timely and accurate technical assistance to all inquiries and information requests Technical regulatory guidance and training Conduct ongoing educational webinars and periodic employee communications Main resource for plan audit, audit-support and compliance deficiencies Attend Investment Committee Meetings

16 Employee Paid Time-Off (PTO) Benefits Mary Moe, Adriana Luna and Chris McLaughlin All PTO < > payroll system administration and support: paid vacation, holidays, personal days, bereavement, sick and disability, parental, etc. Define procedures for locations to follow and provide training for administering employee paid time-off benefits in payroll system: Policy and best practices Eligibility PTO benefit usage tracking Technical issues PTO and employment law issue reconciliation Advise and assist with administering PTO related leaves of absence particular focus on coordinating leave of absence regulations among federal and state regulations (FMLA, workers comp, parental and pregnancy leave rights, return to work rights, disability benefit administration, etc.)

17 Position and Compensation Management Chris McLaughlin Manage and provide guidance and assistance in employee compensation: Classifying employees as exempt/nonexempt Position grades, pay ranges, salary levels Provide job description template forms Assist with drafting and reviewing job descriptions Maintain master files of pay ranges by geographic region/city Maintain master list of job titles and grades Update annual compensation increase parameters, indexes, and amounts Provide all economic, market and other information necessary for compensation increase budgeting Manage and track semi-annual employee performance reviews and annual pay increase practices

18 Employee Relations Chris McLaughlin On-call 24/7 for counsel and guidance in all employment matters Advise on all Employee Handbook topics Employee grievance/complaint investigation, analysis and recommendations Employee/supervisor conflict resolution Disciplinary guidance and recommendations Review and approve all performance-related employment terminations nationwide GRIEVANCE PROCEDURE The Employee agrees to raise any issues or concerns regarding his/her employment or other matters concerning the Employer's operations or management directly with his/her immediate supervisor in writing. If the answer from the Employee's immediate supervisor is not satisfactory or if the issue or concern pertains to his/her immediate supervisor, the Employee agrees to raise the issue or concern in writing with his/her human resources representative or the Employer's highest ranking officer or manager. If the Employee feels uncomfortable communicating any issue or concern directly to his/her immediate supervisor or for any other reason is unable to do so, the Employee may communicate directly to the human resources representative or to the Employer's highest ranking officer or manager.

19 Employee and Organizational Development Chris McLaughlin Employee and Supervisor: Skills assessment Development and performance coaching Recognition Provide coaching, written programs, forms and training for: Models for collaboration Meeting facilitation and conflict resolution Enhancing teamwork Promoting sense of mission in everyday work Dealing with routine or incident-specific interpersonal conflict and disagreement Employee performance reviews Employee personal development and career development plans Provide written programs, forms and training for other components of Personal Attention Management

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21 Misc. Chris McLaughlin By client invitation: Meeting facilitation (infrequent) Career counseling with employees, and LC priests and brothers who have discerned that they are leaving Work and life skills coaching with senior personnel at K-12 schools, apostolate directors and managers, individual LC priests and brothers, and individual Consecrated Women

22 ? Questions? Human Resources PAYROLL HRIS (HR INFORMATION SYSTEM) EMPLOYMENT EMPLOYMENT COMPLIANCE EMPLOYEE BENEFITS EMPLOYEE RELATIONS EMPLOYEE DEVELOPMENT RECRUITING AND HIRING